Outlook Calendar

What the app does

• Only free times: the assistant offers your customers the free times of your Outlook calendar, within the working days and hours you choose.
• Appointments written in Outlook: when the assistant takes an appointment it writes it in your Outlook calendar, with the customer's name and details and the «SendApp» category. You also find it in the SendApp Agenda.
• From Outlook to the Agenda: what you add, move or delete in Outlook reaches the Agenda on its own, so the reminders follow the right time too.
• From the Agenda to Outlook: if you move or cancel an appointment in the Agenda, it changes in Outlook as well.
• Booking page: the Agenda's Booking page can also use the Outlook calendar to show the free times and write the appointments there.

How to connect it

1. In SendApp open Apps, switch on Outlook Calendar and press Configure.
2. In Choose the account select the account that should take the appointments.
3. In Connect Outlook / Microsoft 365 press Sign in with Microsoft and sign in with the Microsoft account that holds the calendar: Microsoft 365 (work or school), Outlook.com or Hotmail. Microsoft asks you to allow SendApp to use the calendar: confirm. There is nothing to copy.
4. When you see Connected to Microsoft with your address, in Calendars and booking hours pick one or more Outlook Calendars and give each a name (for example the operator's name). Use Add Calendar to add more.
5. In Availability choose Working Days, Working Hours and Appointment Duration, then press Save Settings.
6. Done: from now on the assistant books on your Outlook calendar and the changes made in Outlook reach the Agenda.

How the assistant books

• The assistant takes appointments: on, the assistant offers the free times and books by itself. Off, the calendar stays connected for the Agenda and the reminders, but the assistant never offers a time and whoever asks for an appointment is handed to a person.
• What appointments do you take?: list the appointment types with their length (for example haircut 30 minutes, colour 90 minutes). If you leave it empty, every appointment lasts the time set in Availability.
• What do you want to know from the customer?: the extra questions to ask the customer. The assistant already knows their name and phone number.
• How it behaves: how many times it offers at once and how many days ahead it looks. You can also have it offer an appointment to people who do not ask for one.
• Test conversation: try the assistant with the real times of your calendar. Nothing gets booked.

Outlook and the Agenda

• Changes made in Outlook usually reach the Agenda within moments, because Microsoft tells SendApp about every change. On top of that SendApp checks the calendar again every hour: if a notice gets lost, the change only arrives later.
• All-day events do not become appointments in the Agenda. If they are shown as busy (for example a day off) they close the day and the assistant offers no times; if they are shown as free they take no times away. You can also remove the day from Working Days.
• Events marked as free (not busy) in Outlook do not take times away.
• Appointments created by SendApp carry the «SendApp» category in Outlook: you can see where they came from, and they are never imported a second time.
• To bring events that were already in the calendar into the Agenda, use Import from Google or Outlook Calendar in the Agenda. If you switch on Only appointments created with SendApp there, what you create, move or delete directly in Outlook no longer changes the Agenda.
• Phone numbers from Outlook: if the program that fills your calendar writes numbers without the country prefix (for example 3281234567), WhatsApp cannot deliver the reminders. Choose the prefix to add automatically.

Good to know

• Each assistant books on one calendar only: Google or Outlook. If today it books on Google Calendar and you save here, it moves to Outlook: the appointments already taken stay in the Agenda and Google stays connected, but it is no longer used.
• Days, hours, length and services belong to the assistant: they are the same in Google Calendar and in Outlook Calendar. Change them here or there, it is one setting.
• On a calendar you can only read (for example one shared with you for viewing only) no bookings can be created.
• Outlook does not send invitation emails to the customer for the appointments SendApp takes.
• If you sign in with a different Microsoft account than before, the Outlook calendars chosen before are removed: choose them again.
• If Connection expired appears, press Reconnect Outlook and sign in again with the same account.
• Disconnect: the assistant stops booking on your Outlook calendars and they are removed from its list. The appointments already in the Agenda stay, and nothing is deleted in Outlook. If the same Microsoft sign-in is also used by the mailbox of the Email app, the mailbox stays connected.
• The app is included only in some SendApp plans: check the Apps included in your plan.