Outlook Calendar Sync

Important

All add-ons for Bookly require Bookly PRO installed and activated.

Bookly Outlook Calendar (Add-on) allows you to get a real-time two-way synchronization between Bookly Calendar and Outlook Calendar. With this connection, you can keep all your calendar data in sync to never miss an important appointment and avoid double bookings.

Setup and configuration

1. Purchase, download, install and activate the Bookly Outlook Calendar (Add-on) in Plugins.

2. Read carefully and follow the instructions in Settings > Outlook Calendar (admin area of your Bookly) to set up the connection between two calendars.

Important: Your website must use HTTPS. The Outlook Calendar API will not work with your website if there is no valid SSL certificate installed on your web server.

To find your Application ID and Application Secret, do the following:

1. Sign in to the Azure portal using either a work or school account or a personal Microsoft account.

2. If your account gives you access to more than one tenant, select your account in the top right corner, and set your portal session to the Azure AD tenant that you want.

3. In the left-hand navigation panel, select the Azure Active Directory. Then click + Add > App registration.

Azure Active Directory – App registration

Azure Active Directory – App registration

4. When the Register an application page appears, enter your application's Name and Redirect URI found in Bookly menu > Settings > Outlook Calendar. Make sure that the Supported account types is set to Accounts in any organizational directory (Any Azure AD directory - Multitenant) and personal Microsoft accounts (e.g. Skype, Xbox). When finished, click Register.

Register an application on Azure portal

5. Azure AD assigns a unique application (client) ID to your app, and you're taken to your application's Overview page.

6. Copy the Application (client) ID. Use it in the Application ID field in Bookly settings.

App overview in Azure Active directory

7. Under Certificates & secrets, click on the + New client secret, set Expires to 24 months and click Add. Copy the app secret value from the Client secrets list before leaving the page. Insert the secret into the Application secret field.

Azure Active Directory – Certificates & secrets

Azure Active Directory – Certificates & secrets

8. Under API permissions, choose Add a permission, and select Microsoft Graph > Delegated permissions. In Select permissions find Calendars.ReadWrite, select it and click Add permissions button.

Azure Active Directory – API permissions

9. Save the changes.

 

3. Go to Staff Members, select a staff member, click Edit > Advanced. Click Sign in with Microsoft.

Staff Members section in Bookly

4. In Settings > Outlook Calendar, choose a mode of synchronization.

Bookly Settings – Outlook Calendar

One-way sync – all new appointments created in Bookly Calendar and any further changes will appear in Outlook Calendar.

Two-way front-end only – all updates in Bookly will automatically appear in your Outlook Calendar. Events that were initially created in Outlook Calendar will not be copied and displayed in your Bookly Calendar. Outlook Calendar events will be taken into account when offering available time slots to clients in your booking form. So if you have an event in Outlook Calendar, then the corresponding time slot won’t be available for booking because Bookly will consider this time slot as busy.

Two-way sync – all new bookings created or updated in Bookly Calendar will be automatically reflected in the Outlook Calendar, and vice versa.

5. If you selected Two-way sync mode, in the Sync appointments history field, you can specify how many days of past calendar data you wish to sync. For example, if you enter 1 in this field, both calendars will sync appointments history starting from yesterday.

Initial sync may take a long time depending on the number of events to be synchronized.

6. Limit number of fetched events – allows you to limit the number of fetched events as too many events in Outlook calendar may lead to a lack of memory in PHP when Bookly tries to fetch all events.

7. Bookly allows you to set up the way your booking information will be displayed in Outlook Calendar.

Template for event title – choose details for Outlook Calendar event description that is created via Bookly. Available codes are {service_name}, {category_name}, {staff_name} and {client_names}.

Template for event description – use available codes for the appointment-related information that will be displayed in Outlook Calendar.

Starting from Bookly PRO 3.6, you should use {participant.client_email} instead of {client_email} and so on inside the {#each participants as participant}{/each} structure when you configure your OC event description. This was made to better display appointment details in Outlook Calendar for group bookings.

Manual synchronization

You can force new sync by clicking on the outlook-calendar-manual-sync-btn.png button on the top right of the Bookly Calendar.

Note: For synchronization we use Outlook API, however not all Outlook mailboxes are supported by this API. If you cannot sync Bookly staff member with their Outlook account, read this article.

 

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