When you connect Workable to your company’s Office 365 Outlook calendar, you’ll be able to check attendees’ availability, book rooms at your office, and update events all within Workable.
Benefits of Outlook Calendar integration:
- Check availability of co-workers and rooms
- Invite Workable users who are not on the hiring team to events
- Add co-workers who are not Workable users to events
- Customize the event title
- Add a custom description to the event
- After scheduling events in Workable, you can update them directly in Outlook and the changes will sync back to Workable
Enabling the Outlook Calendar connection
Step 1: Enable Office 365 in Workable
You can connect Workable to your Outlook Calendar via the Recruiting Preferences section of your Workable account. Click your user icon in the upper right of Workable to access this section (you must be an admin in Workable to do this).
Scroll down until you come to the ‘Email and calendar integration’ section. Select Office 365, flip the Outlook Calendar switch to ON and click Save Changes. This will also enable the integration with Outlook email at the same time without any extra steps on your end.
Step 2: Connect your company’s Office 365 account
Important: An IT administrator for Office 365 at your company will need to complete the next steps.
The first time you enable Office 365, a pop-up will appear.
You’ll be directed to a login page for Office 365. An Office 365 admin at your company will need to login. They will then be able to approve the connection to Workable. This will enable both the calendar and email integration.
After this the integration will be complete! You and any users on your account will be able to take advantage of the scheduling options with Office 365.
If a pop-up does not appear, then when you next go to schedule an event with a candidate, a prompt will appear asking you to authenticate your Office 365 account. Click the link that appears so that an Office 365 admin can confirm the connection.
Learn more about the permissions Workable will have in Outlook.
Note: In order to book rooms, your Office 365 admin must have created a ‘Room List Distribution Group’ for your Outlook account. If you are not able to book a room after enabling the integration, contact the person in charge of Office 365 at your company. You can find more information about setting up a distribution group here.
Scheduling events with your Outlook Calendar integration
When the integration is active, you’ll see new options appear when you schedule events in Workable.
When adding attendees you will have the option to invite Others. These could be co-workers outside of the hiring team, but working in your company, or people who do not work for the company at all. As you enter their name, email addresses associated with your Workable account will be suggested.
You will be able to view the availability of rooms and add rooms from your Outlook Calendar as well. (This option only appears if your Office 365 admin has created a Room List Distribution Group for your company.)
The availability of your co-workers and any rooms will be verified. If someone is already has something scheduled at that time, Workable will notify you in red text.
Workable is only able to verify schedules connected to your organization’s Office 365 account. It cannot see the candidate’s personal calendar, or, if you invite a co-worker using their personal email address, or an email address from another service (e.g. @hotmail.com), Workable will not be able to verify anything about their schedule. If this is the case you’ll see text letting you know that “there’s no relevant information for some attendees”.
To get a better view of attendees’ availability, click “View in calendar”. You’ll be taken to a calendar and you can click on different time slots to move the meeting time. The meeting will be outlined in orange.
You can customize the view based on your needs by selecting the cog to the upper right of the calendar. Change the start day for the week, the working hours and whether or not weekends are shown.
Updating an event
When you finalize the event and schedule it, invitations will be sent as normal and it will automatically appear in your coworkers’ calendars.
If necessary, the organizer of the event will be able to modify the event directly in their calendar. Any updates will sync back to Workable. E.g. you could update the event description in Outlook, and this would also update the description shown in Workable.
Disabling the integration
You can disable the integration at any time by navigating to the Recruiting Preferences section and flipping the Outlook calendar switch to OFF. Save the changes and Workable will revert to the basic scheduling options.
You can reenable this option at any time without needing your Office 365 admin to login.