Sync Your Outlook Calendar with JazzHR

Connect your Outlook Calendar to JazzHR to centralize your time management. From scheduling interviews to checking your team's availability, linking your calendars saves time and effort.

 This article covers:

Setting up the Integration

  1. Click your initials in the upper right-hand corner.
  2. Click My Profile.
  3. Scroll down to Integrations.
  4. Click Connect next to "Outlook Calendar Sync."
  5. This will bring you to the "Outlook Credentialsscreen. 
  6. Enter your Outlook email address, the username/domain name (if different from the email, such as bobjon/jazzhr), and your Outlook password. Note: You may need to input your email in the "User" field in some cases rather than leaving it blank.
  7. Check the boxes next to Automatically sync my events with Outlook and Automatically detect my server settings.
  8. Click Save Credentials.

If you're unable to connect via the above process (which may happen due to a number of IT factors), try manually entering your Exchange server settings. Contact your IT team for assistance on what to enter or select for any of the following:

  1. Uncheck the box next to Automatically detect my server settings.
  2. Enter your Exchange Host name. Note: this is a server address, not a web address.
  3. Select your Authentication Type from the drop-down.
  4. Select your Exchange Version from the drop-down.
  5. Click Save Credentials.2018-06-10_18.37.31.gif

Once setup is complete, you should be able to see:

  • JazzHR-created events to which you've been invited to on your Outlook calendar.
  • Your availability (as reflected in Outlook) on your JazzHR calendar. Note that your Outlook-created event details won't be displayed in JazzHR, just the availability.

Using an Alternative to the Two-Way Integration

If you do not want to or are not able to set up the two-way integration, you can still export events to your Outlook calendar by downloading an .ICS file. Here's how:

  1. Click on the event you wish to export in your JazzHR calendar.
  2. Click the link that says Send to Outlook or Download .ICS file.
  3. From the resulting dialogue box, choose .ICS File from the Export to Choose an export option menu.
  4. Click Export Event to download the file.

 


Frequently Asked Questions

Learn more about how the Microsoft Exchange Two-Way Sync works with JazzHR. Find answers to the most frequently asked questions surrounding server setup, syncing, week view, creating/editing events, and Outlook.

Exchange Server Setup

I'm having trouble getting Microsoft Exchange to work with JazzHR. How can you help me?

There are a number of ways to configure Exchange. JazzHR has worked to make the integration as easy as possible for the most common configurations. If you are unable to use JazzHR with your Exchange server, contact support@jazzhr.com. Be prepared to provide an Exchange test account for our team to use to investigate.

What versions of Microsoft Exchange do you support?

JazzHR sync functions make use of Exchange Web Services (EWS) to communicate with the remote Exchange server. This functionality is available in Exchange implementations running version 2010-2016. Note: we currently do not support Multi-Factor Authorization

Do hosted providers of Microsoft Exchange work with JazzHR?

Yes, although JazzHR does not guarantee support on every hosted platform due to the large number of configurations and options that exist. Most commonly used providers of hosted Exchange, including Rackspace, work with JazzHR.

Do I need to set up a public folder for a shared calendar?

No, each user who is synced will have their events added to their individual calendars. There is no need to make a shared calendar.

Syncing

Do I have to use the syncing functionality with JazzHR's events/calendar? I don't use Microsoft Exchange.

All current calendar functionality remains, so you can continue to use events in JazzHR as normal. Alternatively, JazzHR also supports a two-way integration with Google Calendar.

How do I sync with my Microsoft Exchange server?

Any user can activate the sync function via the My Profile section of JazzHR.

Which calendar should I sync with?

When syncing, users will see a list of all Calendars to which they have access. One calendar will be denoted as “Primary Calendar”. This is the default calendar with the synced account. We recommend syncing with this calendar.

Week View

How do I get back to the month view?

Clicking on the calendar icon defaults to a week-view of events. Click the button in the upper right of the week view to switch to the month view.

What do the colors mean?

Grey events are in the past. Yellow events have yet to occur. The availability of other synced users displays in a solid color.

What do the icons next to guests mean on the week view?

The list of guests displays every user and contact in your JazzHR account. Guests that have synced with Google Calendar and/or Microsoft Exchange have a calendar logo icon next to their name. This means that you can see the user’s availability and send an event directly to their calendar.

What does it mean to “Add Guests”?

Click on the checkbox next to the name of a guest to trigger JazzHR to read their calendar events and show their availability in a solid color on the week-view calendar. Blocks of solid color mean the user already has another event scheduled at that time. Any times not blocked off mean that the user is available according to their calendar. This will only work if the guest has synced his or her Google Calendar or Microsoft Exchange.

Any users who have not synced with Google Calendar or Microsoft Exchange can still be added to the guest list. When you click on the week-view calendar to schedule an event, any checked guests will automatically be added to the guest list. They can be toggled off before the event is created.

What happens to my old JazzHR events before I synced with Microsoft Exchange?

These events remain untouched. If you edit an old event after you synced, the event will then sync to your calendar.

Create/Edit Event

How do I export to Outlook or iCal format?

Click on the Send to Outlook or Download .ICS file. link on the bottom of the event edit window to export to Outlook or iCal format.

What is “Regarding this applicant” for?

Use this feature to associate an event with an applicant. The event will show up on the Candidate Profile in JazzHR. Note that this tool is for internal scheduling, so no notifications will go to the candidate.

How do I invite candidates to an event?

First, the Candidate needs to be added as a Contact in JazzHR. Once the candidate is a contact, he or she can be added to calendar events. The "Regarding this applicant" feature does not send an email to the applicant.

What notifications are sent to guests?

By default, guests receive an email about each event they're invited to. This notification includes a link to confirm if they are attending the event. Check the DO NOT request confirmation by email (check this if guest attendance is already confirmed) checkbox when creating/editing the event to opt out of sending these notices.

How do event privacy settings work?

You can make an event be visible to everyone in your JazzHR account, only you, or several other options based on user roles.

What happens if a guest is not synced with Google Calendar or Microsoft Exchange, and I invite him/her to an event?

The guest will receive an email with the event details as long as you did not opt out of sending event details. The guest can then confirm his/her attendance in JazzHR.

What happens if a guest wants to edit an event that he/she was invited to?

Only the user who created an event can edit events.

What if I invite a guest to an event but set the privacy to “Only Me”?

Guests trump any privacy settings, so he/she will still be able to see the event. “Only Me” refers to any JazzHR user who is not a guest on the event.

When do guests have to re-confirm their availability?

Guests must re-confirm their availability if any event data is changed.

Microsoft Outlook

What happens if I edit the title or description of an event in Microsoft Outlook, remove guests, or move it to a different day or time?

These details will sync back to JazzHR, as long as you have synced with Microsoft Exchange and are the event creator.

What happens if a guest edits an event in Microsoft Outlook that he/she was invited to?

Only event creators can edit the main record of an event. Outlook will notify the guest attempting to edit the event that doing so will create a copy of the event just for them.

What happens if a guest confirms their availability from Microsoft Outlook?

These details will sync back to JazzHR.

How do I confirm availability for a JazzHR event in Outlook?

Microsoft Outlook only allows the invited guest to confirm or deny event availability. Therefore, once an event is synced to Outlook, each guest must log in and respond to the event in order for their availability to sync back. If the original event in Outlook is changed by the event creator, all availability will be cleared, and each guest has to confirm or deny once again. Finally, keep in mind that tentative availability in Outlook syncs back as denied in JazzHR.


Troubleshooting

Disclaimer:  Due to the numerous configurations and organization of Exchange Server and Outlook 365, JazzHR will attempt to support the Outlook/Exchange calendar integration at best effort. There are unfortunately too many variables— including Active Directory group policies, network configurations, firewall settings, etc.—that are outside of JazzHR's control and may affect your ability to successfully utilize the integration.

The minimum supported version is Exchange 2010 server with Exchange Web Services configured. Office 365 Business Edition is also supported. If you are unsure, please contact your systems administrator for clarification.

In the event that you encounter a Microsoft Exchange connector issue, your IT team may possibly have Exchange Web Services (EWS) disabled. This Exchange access may be locked down to only be allowed within your corporate network or VPN, which prevents the use of EWS by external applications like JazzHR.

To test if EWS is accessible and configured, use the Microsoft Remote Connectivity Analyzer.

  1. Select the tab for Exchange Server and/or Office 365 tabs (depending on your server configuration).
  2. Run the Outlook Connectivity test under the Microsoft Office Outlook Connectivity Tests subheading. Enter all credentials, the captcha, and click "perform test".
  3. Wait until the test runs to determine if there is an Outlook connection.
  4. Next, run the Synchronization, Notification, Availability, and Automatic Replies test under Microsoft Exchange Web Services Connectivity Tests.
  5. Click Next and follow the onscreen instructions (DO NOT SELECT "Ignore Trust for SSL".)

If the test passes, the integration should be able to sync your next Events, Interviews, and any other event-based object to your Outlook Calendar.

If the test fails, please contact your IT team and ask them to perform the Microsoft Remote Connectivity tests with a focus on Autodiscovery. If Autodiscover is not available, specify server settings when adding your Exchange integration credentials within JazzHR.

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