10KC supports two types of calendar integrations:
Advanced integration -- this means users will be able to find mutual availabilities in their and their matches' calendars
Basic integration -- this means users will not be able to find mutual availabilities in their and their matches' calendars BUT they can still create calendar meetings easily using one-click add-to-calendar button
Advanced Integration
10KC offers advanced calendar integration with two calendar systems: Outlook Web and Google. To start the integration process, find out what calendar system customer uses. and then follow the below instructions.
Outlook Web Calendar
Find out which version of Outlook they use.
If Outlook Web is used (supported), proceed to step 2.
For Outlook On-prem or Hybrid, which are not supported, refer to Basic integration
Send email template below to determine if they use Outlook Web or not
If they use Outlook Web, send this email to their IT team (cc [email protected])
Provide tenant admin access for their IT Lead.
Outlook Web setup verification process:
After Outlook Web Calendar Integration is enabled by the customer's IT team, verify it in Tenant Settings > Integrations
Outlook Web calendar integration testing process:
Once the calendar integration is marked as "Enabled" in Tenant Settings, proceed with the testing steps outlined below.
Enable Private Email Sharing (for Introductions only): Skip this step if the customer only uses Development Programs with the Introductions feature turned off. In Introductions > Configurations, activate private email address sharing.
Create Testing Link: Use this page to generate a calendar integration testing URL. Input your email and the customer's tenant.
Share Testing Link: Send the link created in the previous step to the customer IT team.
Verify Meeting Booking: Once they click on the link they should be able to see the calendar availabilities and book a meeting using the interface below.
Confirm Successful Integration: If the booked meeting reflects in both the customer's calendar and yours, the integration is operating smoothly. It will automatically apply to the next cycle of intros and dev pros.
Email template for IT team to confirm Outlook Web usage
Calendar Integration: Our Calendar integration allows users to find mutual availabilities in their and their matches’ calendars
For more information, you can visit Outlook Web Calendar Integration Member Experience and Outlook Web Calendar Integration FAQs
Estimated IT effort: 0.5h
If we choose not to go with the Calendar Integration, members can still use the add-to-calendar feature, but will not have full visibility into the availability of their match; instead, all times (not just mutual availabilities) will be displayed. This is the default basic integration that does not require set-up.
Note: 10KC currently only integrates with Outlook Web. If you use Outlook On-Prem or a Hybrid, then we will need to go with the default basic integration.
Please confirm if you use Outlook Web and would like to move forward with the Calendar Integration.
Email template for IT team to setup Outlook Web calendar integration
Don't forget to cc [email protected]
Hi IT Lead,
Thanks for confirming your use of Outlook Web for the Calendar Integration.
Set-up: Please complete the steps in our Set-up Guide. Review APIs and permissions used in detail here.
Let me know if you have any questions.
Thanks,
Google Calendar
If they use Google calendar, send this email to their IT team (cc [email protected])
Provide tenant admin access for their IT Lead.
Setup verification process: After Google Calendar Integration is enabled by the customer IT team, verify it in the Tenant Settings > Integrations
Create Testing Link: Use this page to generate a calendar integration testing URL. Input your email and the customer's tenant.
Share Testing Link: Send the link created in the previous step to the customer IT team.
Verify Meeting Booking: Once they click on the link they should be able to see the calendar availabilities and book a meeting using the interface below.
Confirm Successful Integration: If the booked meeting reflects in both the customer's calendar and yours, the integration is operating smoothly. It will automatically apply to the next cycle of Introductions and Dev Pros.
Email template for IT team to setup Google calendar integration
Don't forget to cc [email protected]
Hi IT Lead,
Thanks for confirming your use of Google Calendar for the Calendar Integration.
Set-up: Please complete the steps in our Set-up Guide.
Let me know if you have any questions.
Thanks,
Basic Integration
If advanced calendar integration is not supported, customers can still take advantage of one-click-add-to-calendar experience (see user experience in the slide below or check this video (internal).
It’s important to note that only calendars selected in the Tenant Settings > Advanced settings will show up in this one-click-add-to-calendar experience.
Also, iCalendar needs to be selected as an option under Hub settings > Integrations.
Email template for HR Admin team to inform basic integration options
Hi FNAME,
Given that your calendars are configured in a way that we can not do the advanced integration - this means that members are unable to click and view other members' calendars (to find mutual availabilities).
To address this, we've identified several alternative options that we can present to your mentors, allowing them to manage their schedules and interactions with group members:
Use "Reply All" in Match (or session) Emails: Mentors chat with mentee (or groups) at available times by coordinating directly through email.
Click on "Book a Meeting" CTA: Mentors can click the "Book a Meeting" CTA & it will still display calendar times. However, without the advanced integration this will show all times, not just available ones (might be confusing).
"Book a Meeting" CTA for Direct Scheduling: This option allows mentors to directly add a meeting to everyone's calendar. Typically, it defaults to scheduling a meeting for two Fridays out at noon.
Mutual Availability with Email Addresses: Mentors can pull email addresses from Match (or session) emails and manually find availability by searching everyone's calendars.
In addition, we recommend adding some instructional copy to the first session for mentors, guiding them on how to book Fridays, which are generally less busy, and encouraging the use of recurring meetings to streamline the scheduling process.
Thanks,
YOURNAME
Testing Basic Integration
Check with the customer what calendar system they use e.g. Outlook, Google or Yahoo
Choose the appropriate calendar options in the Tenant Settings (for Outlook, choose all 3 options: Office, Office365, Outlook)
Create a Development Program and match yourself with the customer admin who is testing the integration
Request the customer admin to share their screen and then trigger any session email and ask them to click on "Book a meeting" CTA
If they are able to view the calendar system, add their match's email (you in this case), send an invitation and then see the meeting in their calendar, the basic integration is working as expected
If they are unable to do any of the above, then uncheck all calendar options in the Tenant Settings, and head to Hub Settings
In the Advanced settings, select iCalendar and then repeat step 4.
If they are able to download the iCal invite and then open it to view the calendar system, add their match's email (you in this case), send an invitation and then see the meeting in their calendar, the basic integration is working as expected
Tenant Settings
This is how the above setting behaves:
if advanced calendar integration enabled at tenant-level
and if appropriate calendar is selected at hub-level
Intros and Dev pro disregard this Tenant setting and follow advanced calendar integration user experience
however, it's still relevant for Office hours as Office hours don't need advanced calendar integration and rely on basic "add-to-calendar" experience
if no calendar is selected at hub-level
intros, dev pro, office hours all take this setting into consideration for basic "add-to-calendar" experience
if advanced calendar integration is disabled tenant-level
if iCalendar is selected at hub-level
intros and dev pro disregard this Tenant setting and follow all available times flow (similar to advanced flow but without mutually available times)
however, it's still relevant for office hours as office hours don't need advanced calendar integration and rely on basic "add-to-calendar" experience
if no calendar is selected at hub-level
intros, dev pro, office hours all take this setting into consideration for basic "add-to-calendar" experience