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Microsoft 365 Calendar Sync

Required Permission
Manage Company Settings - You must have the Manage Company Settings permission to access this setting.

Calendar sync keeps your Readybuild appointments visible in Microsoft Outlook. When you create or update an appointment in Readybuild, it automatically appears in your Outlook calendar.

Benefits​

  • Automatic Outlook updates - Readybuild appointments appear in your Outlook calendar
  • Unified calendar view - See all appointments in Outlook or Readybuild
  • Mobile access - View Readybuild appointments on your phone through Outlook
  • Availability awareness - Readybuild sees your Outlook busy times when scheduling

Setting Up Calendar Sync​

Calendar sync is set up once for the whole company by an administrator. Individual users don't connect or authorize anything.

Administrator Setup​

  1. Go to Settings > Data & Automation > Integrations
  2. Find Microsoft 365 and click Configure
  3. Find the Microsoft 365 Calendar card
  4. Click Connect to Microsoft
  5. Sign in with a Microsoft account that has admin privileges for your organization
  6. Grant consent for your organization

Once connected, you'll see a green "Connected" status. Connecting Microsoft 365 Calendar replaces Google Calendar if it was enabled, since only one calendar provider can be active at a time.

What Gets Synced​

Readybuild → Outlook (Automatic)​

When you create or update appointments in Readybuild, they automatically push to Outlook:

Readybuild FieldOutlook Field
Appointment titleEvent subject
Date and timeEvent time
LocationEvent location
Description/NotesEvent body
Assigned userCalendar owner

Outlook → Readybuild (Read-Only)​

Readybuild reads your Outlook calendar to show your busy times in the scheduling view. This helps with:

  • Viewing availability when scheduling appointments
  • Preventing double-booking
  • Seeing your complete schedule in one place

Important: Events created directly in Outlook appear as busy blocks in Readybuild but are not converted into Readybuild appointments. If you edit an appointment in Outlook that originated from Readybuild, those changes do not sync back.

What Does NOT Sync​

  • Changes made in Outlook to Readybuild-created events (edits don't flow back)
  • Recurring event patterns (each occurrence syncs individually)
  • Private/confidential event details (shows as "Private" with no location — or all events if private import is enabled)
  • Categories/tags
  • Attachments

How Sync Works​

Readybuild Appointments → Outlook​

  1. Create or edit an appointment in Readybuild
  2. Within minutes, the appointment appears in your Outlook calendar
  3. Updates and deletions in Readybuild sync automatically to Outlook

Outlook Events → Readybuild (Availability Only)​

  1. Readybuild periodically reads your Outlook calendar
  2. Your Outlook events appear as busy blocks in Readybuild's scheduling view
  3. This helps prevent double-booking when scheduling new appointments
One-Way Sync

If you modify a Readybuild appointment directly in Outlook, those changes will not sync back to Readybuild. Always edit appointments in Readybuild to keep both systems accurate.

Sync Timing

Synchronization typically occurs within 1-5 minutes. It is not instant. For time-sensitive scheduling, create appointments directly in Readybuild.

Calendar Event Privacy​

By default, Readybuild only hides the details of events marked as private or confidential in Outlook — those events display as "Private" with no title or location visible to other users.

If you want all of your imported calendar events to be treated as private — regardless of how they're marked in Outlook — you can enable this with a per-user toggle.

Enabling Private Calendar Import​

  1. Go to your Account page
  2. Find the Calendar Settings section
  3. Turn on Import all calendar events as private

When enabled, every event imported from your Outlook calendar will display as "Private" to other Readybuild users. The event title and location are hidden. This setting takes effect on the next sync cycle and retroactively applies to previously imported events.

Administrator Override​

Administrators can manage this setting for other users:

  1. Go to Settings > Company > Team Members
  2. Select the team member
  3. Open the General Info tab
  4. Check Import Calendar Events as Private
info

This is a per-user setting — enabling it for one user does not affect anyone else's calendar imports.

Troubleshooting​

Appointments Not Appearing in Outlook​

Check these items:

  1. Allow sync time - Wait a few minutes; sync isn't instant
  2. Appointment saved - Ensure the appointment is saved, not just drafted
  3. Connection status - Ask an administrator to check that the Microsoft 365 Calendar card shows "Connected"

Appointments Not Appearing in Readybuild​

Check these items:

  1. Integration connected - The Microsoft 365 Calendar card must show "Connected"
  2. Correct calendar - Ensure the event is on your primary calendar (not a shared calendar)
  3. Event type - All-day events may not sync

Duplicate Appointments​

If you see duplicate appointments:

  1. Don't delete both - Delete the duplicate in one system only
  2. Wait for sync - The deletion should propagate
  3. Check for multiple calendars - Ensure you're not subscribed to the same calendar twice

Calendar Connection Failed​

Solutions:

  1. Sign in with a Microsoft account that has admin privileges for your organization; consent must be granted by an admin
  2. Check that the Microsoft accounts you're syncing have a valid license
  3. Try a different browser or incognito mode
  4. Clear browser cache and cookies

Best Practices​

For Administrators​

  • Connect the calendar integration before onboarding new users
  • Communicate sync timing expectations to users (not instant)
  • Document which calendar users should use for scheduling

For Users​

  • Use your primary calendar, not shared calendars
  • Create appointments in Readybuild for project-related scheduling
  • Allow a few minutes for sync before expecting changes to appear

Security​

  • Access is granted once for your organization through Microsoft admin consent
  • Calendar data is accessed via OAuth 2.0

Limitations​

  • Shared calendars - Only personal calendars sync
  • Recurring events - Limited support; individual occurrences sync
  • Room resources - Room calendars do not sync
  • Multiple accounts - One Microsoft account per Readybuild user

Other Microsoft 365 Services​