If you use Google Calendar, Office 365, or Exchange 2016 Server for your calendar, you can sync your activities and appointments between your calendar and your Upsales account.
IMPORTANT: Shut down prior sync between Upsales and Exchange before you activate the new app.
This article explains the process for syncing Exchange calendar with Upsales, which includes steps by the account Administrator and steps by each user.
The Administrator must activate the app for your company's Upsales account and choose the default settings. These default settings apply to all users.
The Users must each also activate the app on their own profiles and connect their own calendars to Upsales.
- Appointments that come from exchange will be synced to the correct company based on the participant's email address. If the email address in Upsales is found, the company and the contact will be linked to the meeting.
- Invitations to colleagues and customers are sent from Upsales via Exchange.
- Recurring appointments can now be synchronized with Upsales.
- Office 365
- Exchange 2016 on-premise (Autodiscover needs to be activated on your server)
This article will cover:
Administrators: Activating and Setting Defaults for the Exchange App for All Users
The Administrator of the account activates the Exchange app and sets the default settings, which will apply to all users in the account.
To activate the Exchange app, complete the following steps:
Select the Settings icon in the upper right corner of your Upsales screen.
From the Apps list, select Exchange.
On the Exchange screen, select Activate.
The Exchange app has been activated and published to the team.
Set up default appointment type for users
By setting the default, it will apply to all user's Upsales accounts and how the synced appointments will appear. So, all appointments synced from Exchange will have the default appointment type you choose.
To set the Exchange defaults, complete the following steps.
In the Exchange
app screen settings, select the Default appointment type
from the drop-down list. These options depend on which appointment types
you have created in your account.
If you do not want to import recurring events into Upsales, such as meetings that happen every Monday, turn the Exclude recurring events toggle on. Otherwise recurring events will be included.
Although Upsales supports the ability to Include notes when you sync your appointments, it is not recommended.
Users will need to activate the app on their own profiles and connect their individual Exchange accounts.
Users: Connecting Your Exchange Calendar to Upsales
Once your administrator has activated the app, you can connect your calendar to Upsales.
To connect your Exchange Calendar, complete the following steps.
- To open settings, click on the cogwheel in the upper right corner. Click on settings.
From the left-hand menu, select Exchange under My Profile.
On the Exchange screen, select Activate.
- Click Accept terms
Enter your Office 365 or Exchange Email and Password.
If you want to send appointment invitations from Exchange, for appointments created in Upsales, activate the Send invitations
- If you only want to sync appointments from Upsales to Exchange, then activate Disable sync from Exchange to Upsales toggle.
Click Save when you're done.
To ensure the connection is working, return to the Exchange settings screen and click Status & Troubleshooting, on the right side of the screen.
About syncing times
Appointments that you create in Upsales will be synced to Exchange or Google Calendar within a few moments. However, syncing new appointments created in Exchange or Google back to Upsales takes approximately 30 minutes. Therefore, as a best practice, Upsales recommends that you create your appointments in Upsales to see those in your Exchange or Google Calendar.
Please note: Synced appointments will show up within the following date criteria;
From today´s date and 90 days forward in time.
Any appointments outside that time span will show up once the date criteria are met.
If you invite external contacts via Upsales and then delete the meeting you need to do it in Exchange. If it is done in Upsales, the external contact will not receive an email if the meeting is canceled.