Integrating Your Calendar

With the calendar integration, you can display your appointments in Times, Calendar, and Planner in awork. Additionally, your appointments are included in the workload calculation, or you can automatically sync tasks from awork to your calendar.

Your appointments are not stored in awork and visibility can be configured through settings.

---

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.

---

Linking Your Calendar

Google & Microsoft

1. Start the integration in awork via:

• the Calendar icon in Times, Calendar, or Planner
• or the Integration library under Settings > Integrations.

2. You'll be redirected to the provider's login page.
3. Sign in and authorize awork to access your calendar.
4. Select the calendar groups in awork that you want to display.

Your appointments now appear in awork. You can identify the respective provider by the icons.

Apple iCloud

1. Enter your Apple ID in the awork popup.
2. Go to appleid.apple.com and follow the instructions in the awork popup.
3. Navigate to the Security > App-Specific Passwords section and generate an app password.
4. Confirm in awork that you've completed the steps.
5. Enter the password in awork.

Your appointments now appear in awork. You can identify the respective provider by the icons.

---

Calendar Settings

You can edit the settings in the same place where you started the integration.

Select Calendars

Choose which calendars you want to display.

Visibility for Other Users

• Use the Share Calendar & Use for Workload button to decide whether your calendar events are visible to others in awork.
• Use the Share Event Names (Non-Private Only) button to specify that event names are visible in the Planner (except for private events).

Load Out-of-Office Events

You can load out-of-office events from your linked calendar and treat them as absences in awork. To do this, enable or disable the "Load out-of-office" events and treat as absence option in the calendar integration settings.

When this setting is enabled:

• out-of-office events are displayed in the awork Calendar
• they reduce the available capacity of the user in the Planner's Workload
• the total duration of out-of-office time per day is shown in the Workload detail popup - similar to calendar entries

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

Task Sync (Google & Microsoft Only)

• Enable Sync tasks from awork with your calendar so they're automatically synced to your external calendar.
• Select the target calendar (for example, your main calendar).
• You can change the target calendar later, and awork will ask you what to do with the previous events in the old calendar: Keep all, delete all, or delete only future events.

---

Integrating Calendar for Your Entire Workspace

With Google Workspace and Microsoft Office 365, you can set up a workspace-wide integration.

Workspace-Wide Google Calendar Integration

1. Navigate to Settings (gear icon in the bottom left of the main menu), select Integrations, and open the Integration library.
2. Select Workspace-wide Google Calendar Integration.
3. Install the awork app in the Google Workspace Marketplace.
4. Select the Domain.
5. Save. The matching with awork users runs automatically: Users in awork and Google are matched based on this domain and the email addresses users have entered.
6. Now edit user 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 via Microsoft Entra ID. We read and write data (calendar entries, user mapping, etc.) via Microsoft Graph.

To set up, an admin in the awork workspace must also be an admin in the Microsoft Tenant (Global Administrator, Privileged Role Administrator, Cloud Application Administrator, or Application Administrator).

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

1. Navigate to Settings (gear icon in the bottom left of the main menu), select Integrations, and open the Integration library.
2. Select Workspace-wide Microsoft Calendar Integration.
3. Install the awork app in your Microsoft 365 account.
4. Select the Domain - the Tenant ID is pre-filled by the redirect after installation.
5. Save. The matching with awork users runs automatically: The email domain of users in the awork workspace must match the Microsoft 365 Tenant domain.
6. Now edit user settings or disable the integration for individual users.

---

How Do Appointments Affect Workload Calculation?

• Busy is counted in the workload
• Free is not counted in the workload
• Focus time is not counted in the workload (shown with hatching)
• All-day absence/out-of-office events: choose whether these should be counted in the workload

---

FAQ

Can I modify or delete an existing integration?

Yes, via the Calendar icon in Times you can: Edit calendar, Delete calendar, Add more calendars. The workspace-wide calendar integration can also be modified under Settings > Integrations.

Why can awork read user data in Microsoft Entra ID?

awork can read data in Entra ID and user data to match users by their email address and ensure that only authorized people can set up the integration. This ensures secure account linking and prevents unauthorized access.

Why are write permissions needed for the workspace-wide Microsoft Calendar Integration for the calendar integration to work?

The calendar integration works bidirectionally. Calendar entries are synced from the external calendar to awork. And depending on the calendar settings, planned tasks from awork can also be transferred back to the external calendar.

Our users are receiving a permission error message after signing in with their Microsoft account. What can we do?

If your users receive an error message after signing in with their Microsoft account when connecting their calendar, they may not have the required permissions to connect the calendar. Please make sure they're allowed to install apps or can request admin consent.

To do this, go to the Entra Admin Center to Enterprise Applications > Consent and Permissions and make sure either User consent is enabled or that users can request admin consent.

If necessary, please contact a Microsoft administrator to set up the permissions correctly.