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      Syncing Your Booking Calendar

      What's In This Article?


      Kindertales CRM+'s calendar functionality allows you to easily sync to and from your external calendars. This allows you to avoid double booking and keep on top of all your appointments, no matter where you are.

      In this article, we will go over how to sync your events into your CRM as well as out of your CRM, using 2 big calendar platforms (Google and Outlook) as a guide. 

      A few things to keep in mind:

      • Some email clients will create events on your calendar for you when an .ics file is attached to a received email. If your email client does this, booking approval emails will be added automatically. However, if your email client does not do this, then you will have to manually add the event to your calendar.
      • Syncing your calendar means that you are pulling events from one calendar into another, but not vice versa. Therefore, if you need to make changes to an event, you must do so in the original calendar of the event.
      • The event created via the .ics file will include original event data. If you make changes to your event within Kindertales CRM+, those changes will not be reflected in the synced event, unless another .ics file is sent.

      Syncing your External Calendar into Kindertales CRM+
       

      Syncing your Outlook Calendar into Kindertales CRM+
       

      Within Outlook

      1. Login to the Outlook Web App
      2. Go to Settings > View all outlook settings

        Media19531.png

      3. Calendar > Shared Calendars

        Media19530.png

      4. Go down to the Publish Calendar and publish the calendar
      5. Copy the ics file provided

        Media19532.png

      Syncing your Google Calendar into Kindertales CRM+
       

      Within Google Calendar

      First, confirm if your calendar is public or private

      1. Go to your Google Calendar
      2. Hover over the calendar you want to share
      3. Click the 3 dotsMedia19540.png

      4. Select "Settings and Sharing

        Media19539.png

      5. Go to "Access permissions for events"
      6. If "Make available to public" is checked, your calendar is public
        1. If you want to use a public calendar, make sure you have it set to "See all event details"

          Media19538.png

      If your calendar is public:

      Within Google Calendar

      1. While in your Google calendar settings (instructions above), go to "Integrate calendar"
      2. Find "Calendar ID"
      3. Copy Calender ID provided

        Media19553.png

      If your calendar is private:

      Within Google Calendar

      1. While in your Google calendar settings (instructions above), go to "Integrate calendar"

      2. Find "Secret address in iCal format" 

      3. Copy URL provided

        Media19552.png

      Adding Calendar Information to CRM+

      Work with your Kindertales Account Manager to add your calendar information to Kindertales CRM+, as this portion of the CRM is inaccessible to end users. Once your Account Manager has confirmed completion of this portion of the process, you can move to the next steps.

      Syncing your Kindertales CRM+ Calendar into an External Calendar
       

      Syncing your Kindertales CRM+ Calendar into Outlook
       

      Within Kindertales CRM+

      1. Go to the Location you want to sync from

        Media19546.png

      2. Click on Calendar in the top navigation menu

        Media19547.png

      3. Go to the area below the calendar titled “Calendar Sharing”
      4. At the bottom of the page, there are 2 Webcal URLs:
        1. Webcal for your current Location

          Media19544.png

        2. Webcal for all of your Locations

          Media19545.png

      5. Copy the URL you want to sync

      If you are using the Outlook Desktop App

      1. In the desktop app, go to your Calendar by clicking on the Calendar icon on the bottom left
      2. Click Add Calendar and select "From the internet..."

        Media15134.png

      3. Paste the URL copied from Kindertales CRM+ in the "New Internet Calendar Subscription" window

        Media15136.png

      4. Click "OK"

      Please note - This is for older versions of the Outlook Desktop App. If you are using the newest version, see the instructions "If you are using the Outlook on your browser".

      Additionally, there may be some differences depending on the version you are using. Please refer to Outlook's support documentation if you need additional assistance. 


      If you are using the Outlook on your browser

      1. Login to the Outlook Web App
      2. Go to your Calendar by clicking the Calendar icon on the left-hand sideMedia19537.png

      3. Add Calendar

        Media19535.png

      4. Subscribe from webMedia19534.png

      5. Paste the URL copied from Kindertales CRM+Media19536.png

      6. Import

      Alternatively, you can sync your Kindertales CRM+ account without leaving Outlook.com. Click here to review the instructions under "Subscribe to a calendar". 

      Syncing your Kindertales CRM+ Calendar into Google
       

      Within Kindertales CRM+

      1. Go to the Location you want to sync from

        Media19546.png

      2. Click on Calendar in the top navigation menu

        Media19547.png

      3. Go to the area below the calendar titled “Calendar Sharing”
      4. At the bottom of the page, there are 2 Webcal URLs:
        1. Webcal for your current Location

          Media19544.png

        2. Webcal for all of your Locations

          Media19545.png

      5. Copy the URL you want to sync

      Within Google Calendar

      1. Go to your Google Calendar
      2. Click '+' next to "Other Calendars"Media19548.png

      3. Select "From URL"Media19550.png

      4. Paste your Webcal URL

      5. Add calendar

        Media19549.png

      Note: If you notice your calendar is not syncing events properly, please visit https://calendar.google.com/calendar/u/0/syncselect and ensure the calendar is selected to sync.