Microsoft Outlook Integration Overview

With the Outlook & Teams calendar integration enabled, all bookings made on the HybridHero platform will now automatically reflect in users' Outlook calendars. This seamless connection helps ensure alignment between workspace bookings and your daily schedule, making it easier to plan your day across platforms.

Note: This sync is one-way. Changes made in Outlook/Teams will not update the booking in HybridHero. Always make changes within HybridHero to ensure everything stays synced.

What's New for Users?

• Automatic Sync: All bookings made in HybridHero (Desk, Room, Parking, Remote, Out of Office) will automatically sync to your Outlook calendar.
• Detailed Calendar Events: The details which are included are Booking type, Date and time, Location (desk, room, or floor), Organiser and participants (for room bookings)
• Live Updates: If a booking is changed or cancelled in HybridHero, Outlook will reflect these updates with appropriate notifications.
• Clear Event Formatting: Calendar entries will display accurate titles, times, and colors based on booking type for easy identification.
• Direct Access to HybridHero: Each calendar entry includes a direct link to your HybridHero dashboard for quick access and management.
• Teams/Outlook Availability Status: Meeting Room bookings will mark your status as Busy. Desk, Parking, and Remote bookings will show your status as Free and Out of Office entries will appear in Purple, reflecting your unavailable status.
• Multiple Bookings Display: If you have more than one booking on the same day (e.g., Room + Parking), each will be shown as a separate event on your Outlook calendar for clarity.

Booking Types & How They Appear in Outlook

1. Desk Booking

• Displayed as: Calendar Event
• Title: Desk Booking: Location, Desk Name, Start time - End Time
• User status: Free
• Functionality: Automatically appears in your Outlook calendar, Clicking opens the event with booking details, Link to HybridHero dashboard and Updates or cancellations in HybridHero will reflect in Outlook with email notifications

    To be Displayed in Outlook Calendar as an Event:

   When Double Clicked, Displays the Event Window as shown below:

2. Meeting Room

• Displayed as: Appointment/Meeting
• Title: Room Booking: Location, Room Name, Start time - End Time
• User status: Busy
• Functionality: Appears as a meeting invite in Outlook, Attendees added in HybridHero will receive an invite with all booking details, Room bookings will reflect in Outlook and update all attendees, and cancellations will remove the meeting from the calendar with notifications. If the Meeting Room email address is configured in Location Settings, the room’s own Outlook calendar will also show the room as Busy during the booked time, helping users identify room availability directly in Outlook and avoid double bookings. 

    Displayed in Outlook Calendar as an Appointment/Meeting

   When Double Clicked, Displays the Meeting Window as shown below:   

3. Parking Space

• Displayed as: Calendar Event
• Title: Parking Space: Location, Parking Name, Start time - End Time
• User status: Free
• Functionality: Auto-syncs to Outlook, Opens full details and includes link to HybridHero and Changes or cancellations in HybridHero will update Outlook with notifications.

     To be Displayed in Outlook Calendar as an Event:

  When Double Clicked, Displays the Event Window as shown below:

4. Remote Working

• Displayed as: Calendar Event
• Title: Working Remotely:
• User status: Free
• Functionality: Shows your remote status on your calendar, Event will link to your HybridHero dashboard and Updated status in HybridHero syncs to Outlook automatically.

      To be Displayed in Outlook Calendar as an Event:

     When Double Clicked, Displays the Event Window as shown below:

5. Out of Office

• Displayed as: Out of Office (Purple)
• Title: Out of Office
• User status: Out of Office (Purple block in calendar)
• Functionality: Shown for partial or full-day OOO bookings, Appears as a blocked time in your Outlook calendar and Syncs from HybridHero to Outlook with updates or cancellations.

  To be Displayed as Full Day Out Of Office Event

To be Displayed as Few Hours Out Of Office Event

 When Double Clicked, Displays the OOO Window as shown below:

This integration improves transparency, reduces scheduling conflicts, and ensures your availability is clearly visible to your team, whether you're in the office, working remotely, or out of office.

Suggested Article:

Microsoft Teams Integration Overview

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Need Help?

If you have any questions or encounter any issues, please reach out to our support team at support@hybridhero.com

 

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