Connect your Google or Microsoft 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/Microsoft 365 with Upsales
- Inviting participants
- How to include a Google Meet/Microsoft Teams link
- Availability
- How to create appointments in Upsales without inviting participants
- Changing/deleting appointments
- Receiving appointments from someone's Google Calendar or Microsoft 365 Calendar
- Managing multiple email addresses & domains
Activating Google Calendar/Microsoft 365 with Upsales
Creating appointments in Upsales only works if you have also activated Google Calendar or Microsoft 365 Calendar.
Here's how.
- Activate the Google/M365 add-on
- Click Settings → My Profile, select Google Calendar or Microsoft 365:
- Click Activate
- Click Connect to Google Calendar or Connect to Microsoft 365 Calendar
- You may be redirected to login and authorise syncing
- Choose which appointment type to use in Upsales when creating in Google or Microsoft 365.
- Click Save
Important things to know when syncing to Google Calendar/Microsoft 365 Calendar
1. Appointments are synced in Upsales & Google Calendar/Microsoft 365 Calendar from the day you sync and three months onwards
2. Attendees at appointments created in Upsales before the app was installed aren't synced to Google Calendar/Microsoft 365 Calendar. All other information is synced
3. 2FA/MFA is supported for Google Calendar and Microsoft 365 Calendar
4. The integration doesn't support full day recurring events booked in Google Calendar
5. Syncing is done with your default/main calendar
6. Avoid using "Copy meeting" in Outlook when using Microsoft 365 and 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 365 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/Microsoft 365, the user will be added again
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.
Book an appointment in Google Calendar/Microsoft 365 Calendar without any participants, and it won't appear in Upsales.
How to include a Google Meet/Microsoft Teams link
Using Google Calendar automatically generates a Meet link, and using Microsoft 365 automatically generates 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/Microsoft 365 Calendar will appear:
Availability
Your availability
You can view your availability from Google Calendar or Microsoft 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/M365 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/Microsoft 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. Simply reopen the appointment in Upsales and click Save and invite participants.
If you add a participant in Google/Microsoft 365 and later edit the appointment in Upsales, they will receive the updated edits.
Changing or deleting appointments
The organiser can change the date, time, place, agenda, company, participant, or description in Upsales.
The organiser can also cancel the appointment (in Upsales this shows as Not completed and is automatically removed from connected Gmail/M365 calendars):
Once the appointment has passed, dates, times and participants are fixed in Upsales.
Need to change the date or time? Simply 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 Microsoft 365 Calendar
If someone invites you to an appointment, 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.
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?"
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.
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 invitations are emailed to the same domain (exemple.se)
The appointment will be synced to your Upsales account, which is registered to the domain exemple.se.
However, your colleague Johanna will not appear among the participants. Upsales will see she has the same domain and is a colleague, but is not a registered Upsales user.
Scenario 2: External participants
You book an appointment with Johanna in Microsoft 365 or Google Calendar.
However, you email the appointment to johanna@gbg.exempel.se, a different domain to yours (karl@exemple.se)
The appointment will be synced to your Upsales account. This is because the different domain means Upsales sees Johanna as an external participant and not a colleague.
An appointment will also be created for Johanna's Upsales calendar. Her details won't appear in the invitation, because she's an external participant.
Scenario 3: Colleagues with different email domains
You book an appointment in Microsoft 365 or Google Calendar with Johanna, by emailing johanna@gbg.exempel.se.
You have another colleague (Lucas) who is a registered user in Upsales (their username is lucas@gbg.exemple.se). Lucas is registered as your colleague, even though you have different domains (yours is @exemple.se, whereas Johanna's and Lucas's is @gbg.exempel.se)
Will the appointment be synced to Upsales?
The appointment will not be synced to Upsales.
Upsales recognises that Johanna is a colleague of Tomas's because their domains are the same.