Configure Outlook Calendar integration
While staff can always get an overview of all their appointments in the planner view, you may also want to sync appointments with other events such as internal meetings, out of office time etc. With the Outlook Calendar integration, staff can see all events and tasks in one place and you can avoid staff being double-booked.
There are two options for Outlook Calendar integration, two-way and one-way.
Important notes
When an appointment or event is created, it takes a few minutes before it is synced.
Appointments and events are synced 7 days back and 6 months ahead.
If staff have working hours configured in Outlook Calendar, those are not taken into account. Staff need a schedule assigned to them in Qmatic Experience Cloud which defines their working hours.
Changes to the appointment must be done from Qmatic Experience Cloud.
Two-way sync with Outlook Calendar
With a two-way sync, Outlook Calendar events that have the status "Busy" or "Out of office" will be synced to Qmatic Experience Cloud and the timeslots will be blocked so that no appointments are booked during these times. The events are shown in the staff planner view. If an event is updated from for example "Busy" to "Free", the system will process the update and make the timeslot available again. Also, appointments booked for a specific staff member (either selected by user or assigned by system) are sent to the Outlook Calendar. This works in the same way as the one-way sync described below.
One-way sync with Outlook Calendar
With a one-way sync, all appointments booked for a specific staff member (either selected by user or assigned by system) are sent to that staff member's Outlook calendar. If the appointment is canceled, rescheduled or edited in any other way, the event in the Outlook calendar is updated accordingly.
The event will contain appointment information such as services, resources, customer name and notes. It also contains a link to open the appointment in Qmatic Experience Cloud.
Set up Outlook Calendar integration
Note
This procedure refers to a third-party service (Microsoft Entra ID). We therefore cannot guarantee that the images and the steps exactly matches the user interface, since it may change over time.
Prerequisites
Your Microsoft Azure Account must be registered and linked to Qmatic Experience Cloud. This is completed if SSO is configured and roles are mapped in Qmatic Experience Cloud Portal.
Your Microsoft account must contain Exchange online (plan 1) or any other subscription plan that includes Microsoft Outlook Calendar subscription. This is a cloud-based email service provided by Microsoft as a part of Office 365 or Microsoft 365 subscription.
Step 1: Register Qmatic Outlook Integration app in Microsoft Entra ID
Log in to the Azure portal.
Go to Microsoft Entra ID > App registrations.
Click New registration.
Fill in the settings as follows:
Name: Qmatic Experience Cloud - Outlook Integration
Supported account type: Accounts in any organizational directory
Redirect URI: https://www.qmatic.com/
Click Register.
After the app is registered, note down the Application (client) ID. You will need it when filling out the Qmatic SAML intake form.
Step 2: Generate Client Secret
You need to generate a client secret and note down the generated client secret.
In the Azure portal, go to Certificates & secrets section of your newly registered application.
Click the link on right side of the created app to find the overview section.
Click New client secret and provide a description.
Choose the desired expiry date and click Add. To make the calendar initial synchronization work properly, so it covers the service bookable period, we recommend to set the expiry date no earlier than 365 days (1 year).
Note down the generated Client Secret value. You will need it when filling out the Qmatic SAML intake form.
Step 3: Configure API Permissions
The API permissions must be granted to the application so that it has read and write permissions for staff members' Outlook calendars.
In the Azure portal, navigate to the API permissions section of your registered application.
Select Application permissions.
Click Add a permission and select Microsoft Graph.
Choose the appropriate permissions required for accessing Outlook calendars: Calendars.Read, Calendars.ReadWrite, User.Read.All. Type of the permission must be "Application"
Click Grant admin consent for [your organization] . This grants admin rights to Qmatic application to access all the user calendars added to the account.
Go to App roles and create a new role to be able to administer the application.
Note
The user who is granting admin consent must have Global administrator role.
Verify that the registered application has a Cloud Application Administrator role.
Step 4: Manage which users that subscribe to Outlook Calendar events
To simplify user subscription management, we recommend assigning the license to a group that would determine the list of users who should have active subscriptions for Outlook calendar integration.
Create a group or use an existing group used for role mapping (e.g. Resource Staff group). If you need instructions for how to create groups, see the Microsoft Entra ID documentation.
Go to License > All products.
Click Exchange online (Plan 1) or any other applicable for Outlook Calendar integration.
Go to Licensed groups and add the necessary group.
Go to Groups > select the group > License. The group must be assigned to Exchange online (Plan 1).
Go to Microsoft Entra ID > Enterprise Application and select the app you created.
Go to Users and groups.
Add the group that you used in previous step.
Note down the following:
Group Name
Group Object ID
You will need them when filling out the Qmatic SAML intake form.
Step 5: Enable Outlook integration in Qmatic system
Note
This requires the System Administrator or Account Administrator role.
In Qmatic Experience Cloud, go to Configuration > Accounts & systems and select the account and the system.
In the System details section, enable Outlook Calendar integration. Select one of the following options, depending on which sync option you want to use:
One-way Outlook integration
Two-way Outlook integration
Save.
Outlook sync statuses in Plan view
The following sync statuses can be shown on the Staff tab.
Status | Description |
|---|---|
| Outlook integration is enabled, but events have not been synced. |
| Events cannot be synced with Outlook for some reason. Contact support for assistance. |
| Outlook integration is enabled, and events are synced as expected. |
