Connect your Google Calendar or Office 365 calendar to book appointments and send invites through your Upsales CRM. Appointments will also be visible on customer cards.
This article covers:
- Activating Google Calendar/Office 365 Calendar with Upsales
- Inviting participants
- How to include a Google Meet/Microsoft Teams link
- Availability
- How to create appointments in Upsales without inviting participants
- Changing/cancelling appointments
- Receiving appointments from someone's Google Calendar or Office 365 calendar
- Managing multiple email addresses & domains
You can also forward business-related emails using Upsales AI
Activating Google Calendar/Office 365 Calendar with Upsales
Creating appointments in Upsales only works if you have also activated the Google Calendar or Office 365 Calendar app.
Here's how.
- Activate Google Calendar/Office 365 Calendar
- Click Settings → My profile, select Google Calendar or Office 365 Calendar:
- Click Activate
- Click Authorize on Google or Authorize on Office 365
- Log in to your Google or Microsoft account and allow syncing
- Under Imported appointment activity type, choose which appointment type to use in Upsales for meetings created in Google Calendar or Office 365.
- Click Save
Important things to know when syncing to Google Calendar/Office 365 Calendar
1. When you connect, appointments are synced between Upsales and your calendar from today and three months onwards. Meetings that have already passed are not synced
2. Appointments created in Upsales before the app was installed: with Office 365 they are synced without attendees, all other information is synced. With Google Calendar they are added to your calendar the next time you edit them in Upsales, and the participants are then invited
3. 2FA/MFA is supported for Google Calendar and Office 365 Calendar
4. Recurring meetings booked in Office 365 are not synced to Upsales. Full day recurring events booked in Google Calendar are not synced
5. Syncing is done with your default/main calendar
6. Avoid using "Copy meeting" in Outlook when syncing with Upsales. This results in the meeting you copied being updated with the date/time you enter in the new meeting
7. If you change your Google/Microsoft password, you'll need to repeat the authorisation process
8. Users can remove themselves from appointments within Upsales calendars. However, because the meeting stays in Google Calendar/Office 365, the user will be added again
9. Meetings marked private in Office 365 are not synced to Upsales
10. Use Exclude email domains from sync in the app settings to list email domains whose attendees should not be added to meetings or matched to contacts in Upsales
Inviting participants
Create an appointment with an external contact, and it's synced to:
- Your calendar
- The appointment list
- The contact timeline
- The customer card in Upsales. The same applies if a contact invites you to an appointment
If you've never interacted with the contact, appointments won't be added to your calendar unless you change your Google Settings.
- Go to your Google Calendar
- Click Settings → General → Event settings
- Under Add invitations to my calendar, select From everyone:
- When an appointment is arranged, you'll see a notification that asks you to click I know the sender:
Non-synced/external participants receive invitations (if you have their email addresses).
A new field in the appointment will also be visible: Agenda:
This is where you can write a greeting/agenda for other participants visible in the invitation.
If a participant declines, their name still appears in the Upsales appointment.
A meeting booked in Google Calendar/Office 365 appears in Upsales only if at least one participant is external: someone who is not an Upsales user and not on one of your colleagues' email domains. Meetings without participants, or with colleagues only, are not synced.
How to include a Google Meet/Microsoft Teams link
When you book the appointment in Upsales, tick Add a video link on the booking. Google Calendar then creates a Meet link, and Office 365 creates a Microsoft Teams link.
Once the appointment is made, the appointment link appears in Upsales.
The room selection for Appointments
When you book appointments in Upsales, you can book a room at the same time.
Click the 'Rooms' tab. Any resources listed in Google Calendar/Office 365 will appear:
Availability
Your availability
You can view your availability from Google Calendar or Office 365 inside Upsales. Click the calendar icon:
- Appointments created in Upsales are coloured grey. To edit these, click the appointment from inside Upsales.
- Appointments created in your Google/Office 365 calendar are coloured blue. To edit these, visit the relevant calendar and edit there
Participants' availability
Open an appointment and click the Participants tab:
Next to the invited participant's name, if there's a:
- Question mark: hasn't accepted invitation
- Tick: has accepted invitation
-
Exclamation mark: already has an appointment at that time
- Red cross: declined invitation
Click the Availability tab:
This shows invited participants' availability for the selected day
How to create appointments in Upsales without inviting participants
You can also book appointments with participants without sending invitations.
Create the appointment and click Save without inviting. The appointment is created in your Google/Office 365 calendar. Participants you include will appear in the appointment (if their email address is in Upsales).
You can still send the appointment invitation to participants later. Reopen the appointment in Upsales and click Save and invite participants.
If you add a participant in Google/Office 365 and later edit the appointment in Upsales, they will receive the updated edits.
Changing or cancelling appointments
The organiser can change the date, time, place, agenda, company, participant, or description in Upsales.
The organiser can also click Cancel appointment before the appointment starts. In Upsales the appointment gets the outcome Not completed, and it is removed from the connected Google Calendar/Office 365 calendar. Participants are notified of the cancellation:
Deleting an appointment in Upsales does not remove it from Google Calendar/Office 365. To remove the meeting from your calendar and the participants' calendars, cancel it instead.
Once the appointment has passed, dates, times and participants are fixed in Upsales.
Need to change the date or time? Open the appointment and change the date or time. Upsales will email the participants with the updated details.
Receiving appointments from someone's Google Calendar or Office 365 calendar
If someone invites you to an appointment and you accept the invitation, Upsales automatically matches their email address and company. These details are then shown in your Upsales calendar.
If their email address isn't in Upsales, the appointment is created and visible in your Upsales calendar. It just means no email address or company name is shown.
If the organiser deletes the meeting in Google Calendar/Office 365, the appointment in Upsales gets the outcome Not completed.
Managing multiple email domains & addresses
Here's how Upsales manages this common question:
"My company uses multiple email domains and email addresses. How does the app handle it?"
Upsales treats a meeting participant as a colleague if their email domain is the same as the domain of any user in your Upsales account. A participant is recognised as an Upsales user only if they are invited at the email address they use in Upsales. Everyone else is an external participant, and is matched to a contact in Upsales by email address.
Let's use an example.
User 1 (you)
You have an Upsales licence. Your Upsales username is: karl.andersson@exempel.se
Your email addresses:
- karl.andersson@exempel.se
- karl@exempel.se
- karl@sthlm.exempel.se
User 2 (your colleague, Johanna)
Johanna doesn't have an Upsales licence. She is a contact in Upsales with the email address johanna@gbg.exempel.se.
Her email addresses:
- johanna.svennson@exempel.se
- johanna@exempel.se
- johanna@gbg.exempel.se
Scenario 1: Non-registered Upsales users
An external participant invites you at karl@exempel.se and your colleague Johanna at johanna.svennson@exempel.se.
The appointment will be synced to your Upsales account, because there is an external participant.
However, your colleague Johanna will not appear among the participants. Her domain (exempel.se) is the same as yours, so Upsales sees her as a colleague, but she is not a registered Upsales user.
Scenario 2: External participants
You book an appointment with Johanna in Office 365 or Google Calendar, and invite her at johanna@gbg.exempel.se.
No user in your Upsales account has the domain gbg.exempel.se, so Upsales sees Johanna as an external participant and not a colleague.
The appointment will be synced to your Upsales account, and is linked to Johanna's contact in Upsales.
Scenario 3: Colleagues with different email domains
You book an appointment in Office 365 or Google Calendar with Johanna, by emailing johanna@gbg.exempel.se.
You have another colleague (Lucas) who is a registered user in Upsales. His username is lucas@gbg.exempel.se.
Will the appointment be synced to Upsales?
The appointment will not be synced to Upsales.
Lucas has the domain gbg.exempel.se, so Upsales sees Johanna as a colleague. The meeting has no external participants.