Calendar and connections

Keep your calendar, link it to Outlook or Google, and write to your contacts from your own address.

The calendar is in Organisation › Calendar. The link with Microsoft or Google is set up in Organisation › Connections.

The calendar

Each team member sees and fills in their own calendar. You cannot open a colleague's calendar from this screen.

The views

• On a large screen: the week in seven columns, Monday to Sunday, from 07:00 to 20:00.
• On a phone: a day-by-day list. A day without appointments shows “Nothing planned.”.
• To change week: Previous week, This week, Next week.
• Each appointment shows where it comes from: “Outlook”, “Google Calendar” or “Here only”. Until it has been sent to Outlook or Google, it carries the note “waiting to be sent”.
• An imported appointment that lasts the whole day shows “All day” instead of the time.
• If you are a member of several agencies, your appointments from the other agencies appear as a plain “Busy” slot, with no title or location, and cannot be opened.
• With no account linked, a Connect Outlook or Google Calendar link leads to Connections. If an account needs to be reconnected, the link “An account needs reconnecting” is shown.

Creating an appointment

1. Click New appointment, or click an empty cell in the week (the day and time are then carried over, for one hour).
2. Fill in the Title (required), the Day, the Start and the End.
3. If needed, add a Location and Notes.
4. Leave the Busy (blocks this slot for viewings) box ticked if this time must not be offered to applicants.
5. Click Save. The message “Appointment created.” is shown.

• Times are Belgian times.
• The title is limited to 200 characters, the location to 300, the notes to 5,000.
• The end must come after the start.

Editing or deleting an appointment

1. Click the appointment: the Edit the appointment window opens.
2. Change the fields, then click Save (“Appointment updated.”).
3. To remove it, click Delete and confirm: “Delete this appointment? It will also disappear from your Outlook or Google calendar.”.

You can only edit or delete your own appointments.

Connecting Outlook or Google

Everyone links their own accounts, at most one Microsoft account and one Google account. A connection links both the calendar and the mailbox.

1. Open Organisation › Connections.
2. On the Microsoft 365 / Outlook or Google (Gmail, Calendar) card, click Connect.
3. At Microsoft or Google, sign in and tick every permission: calendar, sending and reading e-mails.
4. Back on the page, wait: “Connecting… The page updates by itself.”.
5. The card shows the “Connected” badge, the account address, then “Synchronised on” followed by the date (or “First synchronisation in progress”).

Synchronisation

• It works both ways: what you create, edit or delete here goes to Outlook or Google, and changes made there come back here.
• It runs every 5 minutes, and straight after each change made in the calendar.
• Only the account's main calendar is read and filled in.
• On the first synchronisation, the application picks up the appointments from the last 30 days and the coming year.
• If you have linked two accounts, the appointments you create here go to the first account linked.
• If you edit here an appointment you created here, your change wins over a change made at the same time in Outlook or Google.

When an account no longer synchronises:

• “Needs reconnecting” badge: “Microsoft or Google no longer accepts the access (password changed, access removed). Nothing is synchronised until you reconnect.” Click Reconnect;
• “The last synchronisation failed. It is retried every 5 minutes; if this persists, disconnect and reconnect the account.”.

The mailbox

• Only the inbox is read, from the moment of connection: nothing older is picked up.
• Only messages sent by a contact of your agency are brought in. They appear on that contact's record, under Email exchanges, readable by the whole team.
• Messages you send directly from Outlook or Gmail are not picked up.
• To write to a contact from your own address: on their record, Email exchanges › Write, choose a Template if needed, fill in Subject and Message, then Send. The message shown is “Message being sent from your address.”. See Contacts and Email templates.
• With no account linked, the record shows the link “Connect your mailbox to write from here”.

Disconnecting an account

1. On the account card, click Disconnect.
2. Confirm: “Disconnect this account? Events imported from your calendar will disappear from here; appointments created here remain.”.

The message “Account disconnected.” is shown. Appointments created in ImmoBooking remain, marked “Here only”. A new connection starts again with a full synchronisation.