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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 and activate the 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 pane, select the Azure Active Directory service, and then select App registrations > New registration.

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4. When the Register an application page appears, enter your application's Name and Redirect URI found in Bookly menu > Settings > Outlook Calendar. When finished, select Register.

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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. You'll use it in the Application ID field.

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7. Under Certificates & secrets, choose New client secret, set Expires to Never and click Add. Copy the app secret from the Client secrets list before leaving the page. Insert the secret into the Application secret field.

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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.

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9. Save your changes.

 

3. Go to Staff Members, select a staff member, click edit_staff_button.png > Details. Click Connect which is located at the bottom of the page.

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4. Choose from 3 modes of Outlook Calendar synchronization.

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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.

Note: 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}, {staff_name} and {client_names}.

Appointment section – use available codes for the appointment-related information that will be displayed in Outlook Calendar.

Customer section – use available codes for the customer-related information that will be displayed in Outlook Calendar.

 

Manual synchronization

You can force new sync by clicking on the Outlook Calendar button on the top right of the Bookly Calendar.

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