Career Services User Settings: Two-Way Calendar Sync


Jade Pathe -

Let Handshake's two-way calendar sync take care of scheduling so you can spend more high-value time with students!

How do I setup two-way calendar sync?

    1. Navigate to your User Settings
    2. Click Calendar Settings
    3. Click Authorize Calendar SyncCalendar_Settings.png
    4. You will be directed to Cronofy, the third party calendar syncing tool that we use, where you will choose your calendar provider
    5. Choose the calendar you would like to sync with Handshake
    6. Allow Cronofy to access your calendar  
    7. Choose which calendar you would like to sync with Handshake (if you have multiple)Choose_Calendar.png
    8. When you have selected a calendar from the list you will see a success message at the top of the page



Refresh Calendars to update the list of calendars that you see available in Step 7 above.

Revoke Calendar Access to stop syncing to and from your university calendar.

  1. When selecting this option you will be able to remove all unavailable blocks created in Handshake and all appointments added to your university calendar 

*If you accidentally synced the incorrect calendar select Yes here  

Availability Blocks in Handshake

  1. Handshake does not sync availability blocks into your university calendar because we want to continue to mark events in your university calendar as unavailable in Handshake
  2. If you would like your staff to see your availability for appointments in your university calendar then you should create repeating blocks of time directly on your university calendar and mark them as open/available

How does two-way calendar sync work in Handshake?

Action in Handshake or your university calendar

Update in Handshake or your university calendar

Requested appointment in Handshake

Busy event on university calendar

Approved appointment in Handshake

Busy event on university calendar

Declined appointment in Handshake

Deletes the event on university calendar

Cancelled appointment in Handshake

Deletes the event on university calendar

Started appointment in Handshake

Update event name on university calendar to include “Started:”

Completed appointment in Handshake

Update event name on university calendar to include “Completed:”

No show appointment in Handshake

Update event name on university calendar to include “No show:”

Edit/Delete appointment in Handshake

Update/Delete the event on university calendar

Edit/Delete Handshake appointment on university calendar

No change to appointment in Handshake **

Added event on university calendar

Creates a one-time unavailable block in Handshake

Edit/Delete event on university calendar

Changes/Deletes one time unavailable block in Handshake

University calendar refers to your university Google, Outlook, Office 365 or Exchange calendar

** If you would like to make an update to the Handshake appointment they must be done in Handshake. Changes will be reflected on your university calendar.

 

FAQs

  1. I am getting an error message when I click Authorize Calendar Sync, what should I do?
    1. This application may be blocked by your IT department. Please reach out to your IT department with the attached security documentation and ask that they authorize Cronofy on campus.
  2. What if an event is marked as available/free on my university calendar?
    1. The event marked as free will not be added to Handshake as an unavailable block.
  3. How do recurring meetings work in my university calendar, will they all be synced into Handshake?
    1. All recurring meetings will be synced into Handshake as unavailable blocks. If you remove them individually they will be removed individually from Handshake.
  4. How long do changes in Handshake take to add to my university calendar?
    1. Usually about 20 seconds, but changes can take up to one minute. 
  5. Will Handshake items be added to my university calendar or to an additional calendar?
    1. Handshake appointments will be added directly to your university calendar.
  6. Does two-way calendar sync work with events in Handshake?
    1. Two-way calendar sync only works with appointments in Handshake at this time.  

 

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