The calendar module seamlessly connects RecMan with your calendar, streamlining meeting scheduling and offering insight into colleagues' schedules for event invitations.
How it works
Synchronizing your RecMan calendar with Google or Outlook offers several advantages. Any events added to your RecMan calendar will be reflected in your preferred calendar platform and vice versa. Whether you organize, rearrange, update or delete an event in RecMan or Google/Outlook’s calendar, synchronization ensures visibility on both platforms.
Enabling synchronization also allows you to:
- Add Google Meet or Microsoft Teams meeting links to events created in RecMan
- Monitor attendees' responses
- Stay updated on changes to events across all platforms, whether you're an organizer or an attendee
This ensures that RecMan functions as a comprehensive all-in-one calendar solution for you.
One thing to keep in mind, this synchronization is exclusive to calendars and does not extend to email and tasks. For email integration with Google Workspace/Gmail or Outlook, we provide our dedicated service. For more information, refer to this article.
Calendar integration setup
Important
For the best experience, we strongly recommend syncing your Google or Outlook calendar with RecMan before managing your events. This seamless integration allows you, as the organizer, and your co-workers, as attendees, to access and manage events effortlessly, ensuring everyone stays updated without any issues. Please note that we cannot guarantee a full synchronization experience for events created without prior synchronization.
When logged in to RecMan, go through the following steps:
- Click on Calendar in the side menu.
- Click on the cogwheel next to My calendars, which leads you to the calendar settings.
- Set the appropriate time zone in General settings.
-
Go to Calendar sync and sign in to either your Google or Microsoft account.
Warning
You can synchronize your RecMan account with only 1 preferred platform at once.
For more information on how to synchronize Google or Outlook, see the designated tab for your preferred calendar below.
Setting up sync between RecMan and Google Calendar
-
Select Google Calendar as your preferred platform by pressing Sign in with Google.
-
After being redirected to Google’s website, you will be able to choose between the accounts you are logged on or have been logged on earlier. If you haven’t logged into this browser before, you must select the option Choose an account to add the preferred account.
-
Choose your account and allow access to your Google Calendar.
Note
You must allow it before moving forward. If you cannot allow it, you must contact your IT department for further assistance.
-
After accepting all the terms, Step 1 of synchronization will be considered as completed and you will be redirected to Step 2. At this point, you will need to select which Google calendar you would like to connect with the corresponding RecMan calendar to be able to see, organize and manage events across both platforms.
Important
This step is mandatory, so we highly recommend not skipping it. If you don’t set a connection between Google and RecMan calendars, synchronization will NOT work.
-
As soon as you click on “Finish” button synchronization will be in effect and ready to use. From now on all New Events, and all updates made to these events will be reflected across your RecMan and Google calendars.
Note
-
It may take up to 30 minutes to synchronize the first events.
-
Synchronization will only work for new events created after you enable it.
-
Old events created in your Google or RecMan calendar before you turned on synchronization will NOT be synced.
-
Any updates made to old events in your Google or RecMan calendars will NOT be synced once synchronization is enabled.
-
Synchronization may not properly work in case when your connected Google email address is different from your RecMan email address that is used for synchronization.
-
If you were invited to a meeting that was created in the RecMan calendar by Organizer, who also has connected synchronization - the event will NOT appear for you either in RecMan or in Google calendars
-
If you were invited to a meeting that was created in Google calendar - the event will be shown for you in both RecMan and Google calendars
-
-
If you already have your RecMan calendar synchronized with the Google calendar where events have been created before, changes made to these events after this update will NOT be synchronized. Only new events will be.
Setting up sync between RecMan and Office 365
Important
To ensure that the calendar of RecMan can communicate with your calendar in Outlook, your Global administrators have first to approve the RecMan’s synchronization application. This is done by the Global administrators by setting their own sync between the Outlook calendar and RecMan before everyone else in the organization by using the link called Connect as admin.
-
Select Office 365 / Outlook as your preferred alternative by pressing Sign in and selecting the right option for you.
- If you are already logged into your Microsoft 365 account, the connection will be done automatically. In case you have different accounts, you will be able to choose which account should be linked.
-
Log in with your Outlook Username and Password.
-
After logging in, Step 1 of synchronization will be considered as completed and you will be redirected to Step 2. At this point, you will need to select which Microsoft calendar you would like to connect with the corresponding RecMan calendar to be able to see, organize and manage events across both platforms.
Important
This step is mandatory, so we highly recommend not skipping it. If you don’t set a connection between Microsoft and RecMan calendars, synchronization will NOT work.
-
As soon as you click on the “Finish” button, synchronization will be in effect and ready to use. From now on, all newly created events and all updates made to these events will be reflected across your RecMan and Microsoft calendars.
Note
-
It may take up to 15 minutes to synchronize the first events.
-
Synchronization will only work for new events created after you enable it.
-
Old events created in your Outlook or RecMan calendar before you turned on synchronization will NOT be synced.
-
Any updates made to old events in your Outlook or RecMan calendars will NOT be synced once synchronization is enabled.
-
Synchronization may not properly work in case when your connected Outlook email address is different from your RecMan email address that is used for synchronization.
-
If you were invited to a meeting that was created in the RecMan calendar by the Organizer who also has connected synchronization - the event will NOT appear for you either in RecMan or in Outlook calendars
-
If you were invited to a meeting that was created in the Outlook calendar - the event will be shown for you in both RecMan and Outlook calendars
-
-
If you already have your RecMan calendar synchronized with the Outlook calendar where events have been created before, changes made to these events after this update will NOT be synchronized. Only new events will be.
My calendars - Settings and customization
Click on Calendar in the side menu and then on the cogwheel. This will take you to Calendar settings. Under My calendars, click on your name.
Sharing your calendar and customization
To improve the experience further, consider sharing your calendar with your colleagues and have them do the same for you. For more details, see the screenshot below with its listed instructions.
- Sharing calendars with co-workers and setting permissions.
- Customize the color for your calendar and the calendars that have been shared with you.
- Create and edit meeting types to make your calendar more informative.