Setup Calendar Integration

Team Engine's two-way calendar integration keeps all your scheduled events—like applicant interviews, phone interviews, start dates, and saved applicant reminders—automatically updated across Team Engine and your personal or work calendar. This means any changes you make in Team Engine will reflect on your calendar, and vice versa, streamlining your workflow and saving you time.

Add to calendar:

Here's how it works for phone interviews, in-person interviews, start dates, and saved applicant reminders:

When you click the "Add to Calendar" button for an event in Team Engine, you will have two options:

• “Add with calendar integration”: This is the recommended option for enabling two-way sync. Selecting this will guide you through connecting your calendar to Team Engine. Once connected, Team Engine will automatically add the event to your calendar after you click “Add to Calendar”. Any updates you make to the event on your calendar will sync back to Team Engine, and any changes in Team Engine will update your calendar. 
• "Add to calendar manually": This option allows you to add the event to your calendar without establishing a dynamic, two-way connection. This can be useful if you prefer a disconnected entry, or if you use a calendar service not directly supported by our two-way integration.

Once your calendar is connected, the "Add to Calendar" feature also allows you to:

• Automatically include the applicant's email on the calendar event.
• Easily select one or more of your employees or users to add to the calendar event directly from Team Engine.

After adding an event, you'll see a quick notification, and the event will automatically appear on your connected calendar. This ensures your schedules are always in sync, whether you make changes in Team Engine or directly on your calendar. Deleting the calendar event on your calendar will also cancel the interview in Team Engine, but importantly, will not automatically let the applicant know via text. Our calendar provider will send an email that the event has been cancelled.

Setting Up Your Calendar Integration

Ready to streamline your scheduling? Here's how to connect your calendar:

1. Access Your Account: You can initiate the integration from your account page or by clicking "Add to Calendar" and then “Get Started” for any event.
2. Choose Your Provider: After initiating the integration, you can start the sync process.. You'll be prompted to log in with your calendar provider through our secure integration partner, Nylas. They have a wide range of support, including popular options like Google or Microsoft.
   1. Important Note: If your calendar provider isn't listed (e.g., if you host your own email server), you can select the IMAP option. Nylas will attempt to automatically detect your settings. If it can't, you may need to consult with your IT department for the necessary server configuration details.
3. Grant Permissions: Once you've logged in, you'll be asked to grant Team Engine the necessary permissions to access your calendar. It's crucial to allow all listed permissions. Team Engine will currently only interact with your calendar to add, edit, and remove events that you've chosen to sync.
4. Confirmation: After successfully granting permissions, you'll be redirected back to Team Engine, and your two-way calendar integration will be active!

Managing Your Calendar Integration

You can easily manage your calendar connection at any time from your account page. To remove the connection, simply click "Manage" next to your integrated calendar and follow the prompts to “disconnect.”

This is the part of the software you would navigate to if the calendar connection becomes invalid, like if you change your calendar accounts’ password, or the grant is otherwise revoked. You’ll navigate to the account page, click the “Manage” button, and reconnect the calendar account. 

Integration FAQs

• I use Outlook. What provider should I choose? If you use Outlook in your browser (Outlook.com) or the Outlook desktop app, select Microsoft as your provider. This also applies if you use Hotmail, Live.com, MSN, Exchange Online, or Microsoft 365. If you host your own mail server and access email and calendars via Outlook, then please select IMAP.
• I use the Mail app on my computer. What provider should I choose? If you use the Mail app to access another mail service provider (like Google or Microsoft), select that third-party provider when logging in through Nylas. If you use the Mail app to host your own email service, select IMAP.
• Why does Team Engine need so much access for this feature? Our partner, Nylas, provides a robust set of functionalities that we may support in the future, such as sending emails about events or allowing you to select a specific calendar for different types of syncing. The permissions we request now enable support for all these potential features. Due to limitations on Nylas's end, we can't reduce these permissions at this time. Rest assured, Team Engine will only interact with your calendar to manage the events you choose to sync.
• I want Team Engine to automatically add events to my calendar. We're rolling out these features incrementally, starting with enhancing the current "Add to Calendar" experience. We understand the desire for events to be automatically added when scheduled, and we'll consider adding this option based on customer feedback. This option also comes with some downsides, including losing the easy ability to customize the event that is added to your calendar.
• Can I sync all Team Engine employee calendar events? This is a valuable feature we're aware of, and it's significantly more complex than the current integration. Setting up this connection now will ensure that you're ready to sync these kinds of events once Team Engine adds support for them in the future.