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Managing Calendar Invites in Enboarder
Managing Calendar Invites in Enboarder
Jasmin Nahar avatar
Written by Jasmin Nahar
Updated yesterday

Overview

This article provides guidance on managing calendar invites within Enboarder, ensuring seamless scheduling and synchronization with Google Calendar and Outlook. 🗓️

To begin the process of integrating Google and Outlook with Enboarder, click HERE for more information. ✨

Features & Functionality

1. Separate Calendar Tiles for Outlook and Google Calendar

You can now select the appropriate calendar integration (Google or Outlook) with two distinct tiles. 🎉

Functionality:

  • Categorized under "Calendar" 🔍

  • Follows authentication flows you would of already created

  • No additional design needed within your workflow

Note: Calendar tiles are now native in the Enboarder App Center.

2. Choosing Calendar Medium

Once the integration is set up, you can go into the Event Module to select the appropriate calendar Medium for each event. 🗓️

In the Event Module, click the drop-down menu "Calendar Integration" and select your preferred option, Google Calendar or Outlook Calendar.

The option "Send invite directly to participant's calendar" will be automatically enabled and if an Events Module is triggered, the invitation will be automatically sent to the participant's calendar. ✉️

This will allow the end user to easily access the event by clicking on "View Calendar". 👀

Note: If you would rather not send the invite automatically, you can deactivate this option by unchecking the box.

This means when the Events Module is triggered and the End User receives the Invite, they will need to click "Add to my Calender". If they are logged into their Google or Outlook calendar they will be navigated there.

3. Setting the Date/Time of Event

You have the ability to schedule the date and time of the event by choosing the appropriate date fields. 📆🕜

Note: You can now select a up to 50 days instead of the previous limit of 30.

Step 1:

Step 2:

Step 3:

Conclude by including the event of the time including whether you want this Event to repeat. 🕜

4. Setting the Event/Invite Title

Click on the "Title" field to customize event Titles for clarity so recipients know exactly what the invite is scheduled for.

Functionality:

  • Supports dynamic variables. Just click the 'Dynamic Token' Icon on the right-hand side of the field.

  • Google: Summary field

  • Outlook: Subject field

5. Adding a Description to the Invite

You can click on the "Description" field to add relevant event details.

Functionality:

  • Supports dynamic fields (e.g., first name, buddy name).

  • Add Links to your event, if there is an external resource needed

6. Adding Attendees/Participants

You can specify invite recipients.

Functionality:

  • Select/add attendees using tokens (e.g. manager, new hire) as they get decided when creating the invite.

7. Changing the Organizer/Location of the Event

You are now able to define the event organizer.

Functionality:

  • Default to what was setup via the integration

  • Token-based organizer selection

  • Add Location (If no location is provided, it will automatically use the workflow criteria).

  • Organizer is only available for Outlook

8. Saving & Publishing the Invite

You can save invites to ensure execution. ✔

Functionality:

  • Confirms event scheduling

  • Ensures all details are correct

  • You can add widgets at this point for e.g. an Image, Text.

End User Experience

Recipients should seamlessly receive calendar invites. ✉️

Functionality:

  • If "Send invite directly to calendar" is enabled, the invite auto-syncs

  • Otherwise, users can manually add it

  • Timezone handling is based on location, workflow criteria, or account settings

Error Reporting & Handling

Calendar Invite Execution Issues

Workflow Report - Response:

  • Admins can view error notifications if an invite fails. The status of the event module will be displayed with an "Error" Icon.

  • A message will be displayed that, "The event was partially successful. Some participants could not be added to the event."

  • A list will be displayed of the status of each participant.

Workflow Report - Activity Log:

The Activity Log will provide a timeline of actions related to the event:

  • "Event invitations sent out" with a timestamp.

  • Details of failures e.g. "Manager not added to event [profile not assigned]" with timestamp.

Error Reporting & Handling

Calendar Integration Failure

If the end user tries to view the invite in their calendar and system returns with an error. Users can manually download and add invites if calendar sync fails or email the invite.

Note: You can notify the Enboarder Support team for further investigation.

Known Limitations:

  • The Organiser is only available for Outlook.

  • If user email domain is different from the user who set up the tile then he/she can’t be the owner of event.

  • Reading the availability of the calendar

  • Adding random generated video conferencing links

Got questions? 🧐 Start a chat with the team in the top right of any Enboarder page!

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