FAQ Calendar Integration

For example: Automatic synchronization of appointments, fewer manual steps, checking the availability of participants, and the ability to directly book rooms and appointments. More information: Calendar Integration

Calendar Integration Basic offers a basic connection with external calendar systems to display appointments. Calendar Integration Plus enables advanced features such as room booking and appointment scheduling by applicants. More information: Calendar Integration

The integration works with:

• Google Calendar
• Apple Calendar
• Microsoft Office 365
• Microsoft Outlook
• Microsoft Exchange

More information: Calendar Integration

The Cronofy app must be installed once in the Office 365 tenant, which can only be done by an administrator. When the first user wants to connect their calendar, a corresponding message will appear. A link can be used to request permission from the administrator. After that, all users can log in with their own accounts. Further information: Cronofy Documentation

The connection status can be viewed on the My User page. More information: Calendar Integration: Check Calendar Connection
If problems occur, it often helps to disconnect and reconnect the calendar of the d.vinci user. See: Connect Calendar.
BASIC: Sometimes re-authentication by your company's IT administrators (not d.vinci administrators) may be required. 

Recruiters sometimes wish to transfer scheduled appointments to both their personal and a group calendar. However, this is technically not possible.

Basic: There are no special considerations. Each user connects their calendar independently of the tenant. Whether different calendar systems or different Microsoft tenants are used does not matter.
PLUS: Only users in the same tenant as the service account can be centrally connected. All others must connect their calendars themselves.

Cronofy uses so-called "credentials" to access calendars. These can become invalid if changes are made in MS Office 365, usually initiated by your IT department. If such a disconnection occurs, please check with your company's IT administrators whether changes were made to the Office 365 settings.
A helpful article on our partner's homepage: Disconnection FAQ

Some of our customers use different calendar systems, such as Office 365 and Exchange Online. A room list can only be created from the rooms of one calendar system. Integration from different calendar systems is not possible. 

No. Appointment creators always receive the calendar entry. This ensures they retain control over the scheduled appointments. This is a technical requirement of the calendar system. If the organizer does not participate, they must set the appointment in their calendar as "free" so that it does not block a time slot. If the organizer deletes or cancels the appointment, it will be canceled for everyone.

These times are considered booked (= unavailable) - similar to "booked," "tentative," or "out of office." These settings are predefined by Microsoft and cannot be changed.
An appointment also has the status "Tentative" if the invited person has not yet accepted or declined.

For example, home office appointments can be marked as "free" so that they do not block bookings.

Appointments remain unchanged.

The display occurs in real-time. As soon as candidates open the booking link, the current availability from the calendars is retrieved.

No, the logo cannot be changed. The d.vinci logo is displayed. 

The defined working time of the calendar is not passed on. Instead, availability can be individually restricted via the My User menu.

A confirmation is not automatically sent to organizers. The status of the appointment can be viewed in the application under the Appointments tab.

If none of the appointments suit, candidates can click a link indicating that no suitable appointment was available. In this case, an automatic status change to "Booking failed" is performed, provided this is set up in the system.

An automatic status change with the information "Booking failed" occurs if the booking period expires before candidates book an appointment.
This help article contains relevant information for setting up the automatic status change, including task definition: Getting Started with: Calendar Integration Plus 

Disconnecting a calendar is not possible via the My User page.
Users with access to the Users page can open individual users and disconnect their calendar connections. 

No, but they can reply to the confirmation email of the appointment to indicate they cannot attend. We recommend including a corresponding note in the confirmation.

Room availability can be checked via the calendar integration. If no rooms are displayed, it may be due to missing synchronization. See also: Load Rooms

The stored working hours are not displayed from the connected calendar. All slots that are not booked are shown as free in white, and all booked slots are shown in gray. Times outside regular working hours (e.g., 3 AM) are also offered as booking options. Weekends are displayed as bookable slots.
With Calendar Integration Plus, availability can be individually configured per user. By default, the Plus version includes a standard five-day workweek with working hours from 9 AM to 5 PM.

Cronofy requires permission to read and create calendar events. For Office 365 / Outlook, the permissions Calendars.Read and Calendars.ReadWrite are requested. More information: Cronofy: Connecting Your Calendars

Cronofy can access all calendars created within the Microsoft environment. With Calendar Integration Plus, access can be restricted to specific calendars using an additional "ApplicationAccessPolicy." More information: Cronofy - Limit Cronofy's Access

It concerns events from 42 days in the past and 201 days in the future. More information: Cronofy Data Management Policy / Pages 4-5

Cronofy can access all data in shared calendars, including title, description, location, participants, notes, attachments, reminders, times, repetitions, etc. More information: Cronofy Data Management Policy / Pages 4-5
If Cronofy should only have access to free/busy times, it is possible to select the option Free/Busy Access during the calendar connection. Cronofy will then only be able to read whether a time slot is booked or not. However, if this feature is enabled, a calendar entry will no longer be automatically generated. Instead, you will receive a calendar file (ICS file) for the appointment, and in Calendar Integration Plus, it will no longer be possible to book rooms. More information in the main article: What is the calendar integration?

Only information relevant to appointment scheduling, such as availability and booked times, is queried by d.vinci. Appointment contents are not transferred. More information: Privacy and Information Security

Cronofy stores appointment-relevant data of the organizer and participants, such as name, email address, and their availability. Cronofy does not process applicant data because Cronofy synchronizes user calendars and transmits and creates calendar entries. The only applicant data within a calendar entry is the applicant's name. Its display is controlled by the d.vinci permission "Applicant name in system emails." All data transmissions are encrypted. More information: Privacy and Information Security

d.vinci does not store data. Only at the time of availability checks for appointment scheduling are the required calendar data requested from Cronofy and displayed during appointment booking as free slots. The only data stored for the calendar connection is the email address of the calendar in the d.vinci user management, as long as the calendar connection exists. A disconnection can be triggered by deleting the calendar or changes to the settings on the customer's side. More information: Cronofy Data Management Policy / Pages 6-7

Once a calendar is no longer authorized, the deletion period begins. The period of 30–90 days is a technical timeframe during which Cronofy guarantees the deletion. During this time, the data is removed from active systems and backups. More information: Cronofy Data Management Policy / Pages 6-7

This is contractually regulated through a Data Processing Agreement (DPA) between d.vinci and Cronofy. More information: Cronofy Standard Data Privacy Addendum

Possible causes: The service account may have expired, permissions may need to be updated, or the connection was manually disconnected. More information: Check Calendar Connection

Check whether a Service Account is stored in the Basic Settings under the Calendar tab: Service Account. Please ask your company's IT administrators (not d.vinci administrators) to verify that all necessary permissions for the service account are set. If IT admins have implemented access restrictions according to the instructions (redirect to Cronofy website), check whether all users in the access group whose calendars you want to connect are included.