Table of contents
- Overview
- Purpose
- Syncing instructor calendars
- Inviting instructors to sync their calendars
- Instructor setup and privacy options
- Data synchronization
- Syncing resource / room calendars
- Sync frequency
- Real-time sync
- Scheduled sync
- Manual sync
- Availability Calendar, Scheduler, and instructor assignments
- Assigning instructors on Events
- Removing a Calendar Sync
- Admin
- Instructors
- Admin approval (Microsoft Outlook)
- Technical specification document
Overview
Calendar Sync enhances scheduling in Administrate by integrating instructor and resource calendars, including Microsoft Outlook / Microsoft 365 and Google Calendar. This keeps instructor schedules and room availability up to date with their bookings.
Administrators can view availability in one place, making it easier to plan training sessions, assign instructors, book rooms, and reduce scheduling conflicts.
Purpose
Calendar Sync is used to:
- Establish a two-way sync between Administrate and external calendars.
- Keep instructor and resource availability up to date.
- Help administrators identify conflicts while scheduling Events.
- Ensure instructors and resource managers have accurate calendar information for training commitments.
Syncing instructor calendars
Calendar Sync allows instructor calendars (Microsoft Outlook / Microsoft 365 and Google Calendar) to connect to Administrate using a secure OAuth process. Once connected, events are synchronized in both directions (Administrate ↔ external calendar).
Inviting instructors to sync their calendars
Administrators with the required permissions can invite instructors to synchronize their calendars. You can track sync status, including connected calendars and pending invitations.
- Navigate to Control Panel > Calendar Integration.
- Select the instructors whose calendars you want to sync.
- Click Send to email invitations.
- Instructors receive an email inviting them to sync their calendars with Administrate. They should follow the instructions in the email to complete the synchronization process.
Instructor setup and privacy options
After receiving an invitation, instructors connect their calendar using OAuth and choose how their availability is shared.
- Private mode: Only date and time are synchronized. Events appear as “busy” without exposing details.
- Default privacy mode: Respects the visibility settings of each calendar event (public vs. private).
Data synchronization
External calendar → Administrate
- Event title, shown as “busy” if private mode is enabled
- RSVP status
- Dates and times
Administrate → external calendar
When instructors are assigned to active Events, the following details are synced to their calendar:
- Event title
- Location and venue
- Virtual meeting links, including Zoom, Microsoft Teams, or custom links
- Description including a link back to the Event, other assigned personnel, local time, and any booked resources
Syncing resource / room calendars (Microsoft Outlook)
Calendar Sync can also be used to integrate Microsoft 365 room calendars with Administrate Resources. This allows room availability to be reflected during scheduling and keeps room bookings synchronized between Administrate and Outlook.
- From the Settings tab, sign in with an account that has the necessary permissions to manage the resources.
- Use Add Room to integrate Microsoft 365 room calendars.
- Map the room calendars to corresponding Resources within Administrate.
- Calendar events are synchronized between Microsoft 365 and Administrate in both directions, helping keep room availability up to date.
Sync frequency
Real-time sync
When you create or update an active Event, meaning an Event that is not in draft mode, the schedule is instantly synced with the calendars of assigned instructors and resources.
Scheduled sync
Calendar Sync pulls in 12 months of event data every hour from instructor and room calendars into Administrate.
Manual sync
You can run a manual sync at any time by selecting the instructor or resource calendars and clicking Sync Calendar.
Availability Calendar, Scheduler, and instructor assignments
You can view instructor and resource external calendar conflicts when scheduling and planning Events throughout the platform.
See Availability Calendar for more information.
Assigning instructors on Events
If Calendar Sync is enabled, a calendar icon appears next to the instructor’s name. You can expand the view to check scheduling conflicts in the Event’s local time.
The same applies when assigning resources, where you can see room availability and potential conflicts.
Removing a Calendar Sync
Both administrators and instructors can disconnect a calendar sync. Disconnecting removes events created by the sync from both Administrate and the connected calendar.
Admin
- Select the instructor or resource.
- Click Remove Calendar.
Instructors
Microsoft Outlook
- Navigate to your Microsoft Account Settings > Privacy > Apps and Services.
- Click Edit under the Administrate app.
- Revoke permissions.
Google Calendar
- Navigate to your Google Account Settings > Data and Privacy > Apps and Services.
- Under Third-party apps and services, click Administrate CalendarSync and delete all connections.
Admin approval (Microsoft Outlook)
If a user attempts to connect their calendar with the Administrate app without prior admin consent, they may encounter a screen asking for an administrator to sign in.
Ask an administrator of your Microsoft Entra tenant to visit the following URL, replacing {organization} with the ID of your Microsoft Entra tenant:
After signing in to Microsoft Entra, the administrator can grant permission for all users on the Microsoft Entra tenant to use Administrate Calendar Sync.
Technical specification document
Please refer to the technical documentation: