Integrate your calendar

With the calendar integration, you can view your appointments in awork's Times, Calendar, and Planner. Your appointments are also included in workload calculations, and you can automatically sync tasks from awork to your calendar.

Your appointments are not stored in awork, and you can configure who can see them in the settings.

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Which calendar providers does awork support?

awork supports the following calendar services:

• Google Workspace
• Microsoft (Outlook & Exchange)
• Apple iCloud

You can connect as many of your own calendars as you like, from the same or different providers.

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Connect your calendar

Google & Microsoft

1. Start the integration in awork from either:

• the Kalender-Icon in Times, Calendar, or Planner
• or the Integrationsbibliothek under Einstellungen > Integrationen.

2. You'll be redirected to the provider's login page.
3. Sign in and allow awork to access your account.
4. In awork, select the calendar groups you want to display.

Your appointments will now appear in awork. The icons show you which provider each calendar is from.

Apple iCloud

1. Enter your Apple ID in the awork pop-up.
2. Go to appleid.apple.com and follow the instructions in the awork pop-up.
3. Go to Sicherheit > Anwendungsspezifische Passwörter and generate an app-specific password.
4. Confirm in awork that you've completed the steps.
5. Enter the password in awork.

Your appointments will now appear in awork. The icons show you which provider each calendar is from.

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Calendar settings

You can edit the settings wherever you started the integration.

Select calendars

Choose which calendars you want to display.

Visibility to other users

• Use the Kalender teilen & für Workload nutzen button to decide whether your calendar events are visible to others in awork.
• Use the Namen der Termine teilen (nur nicht-private) button to make appointment names visible in the calendar, except for private appointments.

Load out-of-office events

You can load out-of-office events from your connected calendar and treat them as absences in awork. To do this, enable or disable the „Abwesend"-Termine laden und als Abwesenheit behandeln option in your calendar integration settings.

When this setting is enabled:

• Out-of-office events appear in the awork Calendar.
• They reduce the user's available capacity in the Planner workload.
• The total duration of out-of-office time per day appears in the workload details pop-up, just like calendar events.

This setting is disabled by default and can be enabled for each user in the calendar integration settings.

Task sync (Google & Microsoft only)

• Enable Aufgaben aus awork mit deinem Kalender synchronisieren to automatically sync tasks to your external calendar.
• Select the destination calendar, such as your main calendar.
• You can change the destination calendar later. awork will ask what you want to do with the existing events in the previous calendar: keep all, delete all, or delete future events only.

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Integrate a calendar for your entire workspace

You can set up a workspace-wide integration with Google Workspace and Microsoft Office 365.

Workspace-wide Google Calendar integration

1. Go to Einstellungen (the gear icon at the bottom left of the main menu), select Integrationen, and open the Integrationsbibliothek.
2. Select Workspace-weite Google Kalender Integration.
3. Install the awork app from the Google Workspace Marketplace.
4. Select the domain.
5. Save. Matching with awork users happens automatically. Users in awork are matched with users in Google based on this domain and the email addresses they have on file.
6. You can now edit users' settings or disable the integration for individual users.

Workspace-wide Microsoft Calendar integration

The awork Microsoft Calendar integration requires a Microsoft 365 tenant. We authenticate users through Microsoft Entra ID. We read and write data, such as calendar entries and user mappings, through Microsoft Graph.

To set up the integration, an admin in the awork workspace must also be an admin in the Microsoft tenant. They must have one of the following roles: Global Administrator, Privileged Role Administrator, Cloud Application Administrator, or Application Administrator.

During authentication, the following scopes are requested and required for ongoing use: Calendars.ReadWrite, Directory.Read.All, User.Read.All, and Directory.Read.All.

1. Go to Einstellungen (the gear icon at the bottom left of the main menu), select Integrationen, and open the Integrationsbibliothek.
2. Select Workspace-weite Microsoft Kalender Integration.
3. Install the awork app in your Microsoft 365 account.
4. Select the domain. The tenant ID will be filled in automatically after you're redirected following installation.
5. Save. Matching with awork users happens automatically. The email domain of users in the awork workspace must match the Microsoft 365 tenant domain.
6. You can now edit users' settings or disable the integration for individual users.

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How do appointments affect workload calculations in the Planner?

• Busy appointments are included in the workload.
• Available appointments aren't included in the workload.
• Focus time isn't included in the workload and is shown with diagonal stripes.
• All-day absences / out-of-office events: Choose whether to include these in the workload.

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Microsoft requires admin approval. What can I do?

You can find the settings for admin approval in Microsoft Entra ID in a dedicated menu. If your users see the message "Approval required" when connecting their Microsoft calendar, you first need to enable the admin consent workflow.

1. Enable admin consent in Microsoft Entra ID

Sign in to the Microsoft Entra admin center as a Global Administrator.

Go to: Entra ID > Enterprise apps > Consent and permissions > Admin consent settings.

Under Administrator consent requests, enable the option that lets users request admin consent for apps they can't consent to themselves.

Choose who can review requests, then save your settings.

2. Ask users to request approval

Your users can now try connecting their Microsoft calendar to awork again. They should see a window with the message "Approval required."

There, they can enter a reason and request approval by selecting Request approval.

The selected reviewers will be notified about the request. After reviewing it, they must grant the required admin consent.

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FAQ

Can I change or delete an existing integration?

Yes. Use the Kalender-Icon in Times to edit calendars, delete calendars, or add more calendars. You can also change the workspace-wide calendar integration under Einstellungen > Integrationen.

Why can awork read user data in Microsoft Entra ID?

awork can read data in Entra ID and user data to match users by email address and make sure only authorized people can set up the integration. This ensures accounts are connected securely and prevents unauthorized access.

Why does the workspace-wide Microsoft Calendar integration need write permissions to work?

The calendar integration works both ways. Calendar entries are synced from the external calendar to awork. Depending on your calendar settings, planned tasks can also be transferred from awork back to the external calendar.

Our users get a permissions error after signing in with their Microsoft account. What can I do?

If your users get an error when connecting their calendar after signing in with their Microsoft account, they may not have the permissions needed to connect it. Make sure they're allowed to install apps or request admin consent.

To do this, go to Enterprise applications > Consent and permissions in the Entra admin center and make sure either User consent is enabled or users are allowed to request admin consent.

If needed, contact a Microsoft admin to configure the permissions correctly.