Synchronization with Microsoft Outlook Calendar
Planfix offers an integration with Microsoft Outlook Calendar
Set up
In a pre-made Planner calendar, click on the three dots to open the drop-down menu and select "Settings":
In the window that appears, go to "Integrations" and click on the "Link" button:
Next, click the "Accept" button in the pop-up window where you permit Planfix to manage events in your Outlook Calendar:
Employees can synchronize their tasks from the shared Planfix calendar with their personal Outlook Calendar. To make this possible:
- The calendar must have the condition: "Assignee" = Me.
- As shown in the images above, each employee must individually enable calendar synchronization between Planfix and their Outlook calendar.
Using the synchronization
As soon as the connection is established, Planfix adds tasks to the Outlook Calendar, which reflects events in Planfix. This also applies to changes in task/event deadlines and durations. New events appear in the Outlook Calendar almost instantly. When linking an Outlook Calendar, up to 300 events are synchronized simultaneously. Events for the upcoming week are sent once a day, provided the following conditions are met: No changes have been made to them in Planfix. There were more than 300 events in the previous week. Tasks created in the Outlook Calendar will be created in Planfix with the parameters specified in the synchronized Planner list:
Important
- After you have activated synchronization with the Outlook Calendar, do not modify the settings in the "Calendar settings" tab of Planfix. If you do, a new calendar will be created in Outlook Calendar, as the tasks will no longer be synchronized correctly with the old one. To prevent this, configure the Planfix calendar once, activate synchronization, and do not change the settings afterward.
- When synchronizing with Planfix, a separate calendar is added to the Outlook Calendar. Therefore, events must be added to this dedicated calendar rather than the default one.
- Each Planner list in Planfix can have a corresponding calendar in Outlook.
- You can select the calendar each time you create an event:
Note
- The export is performed to a single Microsoft account.
- If a task is deleted from the Outlook Calendar, it is also deleted in Planfix. This feature is only available for paid and premium accounts.
- Outlook Calendar sets limits for the number of synchronization operations. If these limits are exceeded, synchronization is automatically deactivated for the filter that caused the problem.
- Reminders are not synchronized between Planfix and Outlook Calendar.
- The person configuring the integration is the assigner all tasks generated from the calendar, regardless of whose email was used for the integration.
- Changes to task titles in the Outlook calendar are transferred to Planfix. However, this rule does not apply to tasks created within a project, as Outlook Calendar does not support project-related tasks:
- The following time transfer rules apply when synchronizing with the Outlook Calendar:
- If you use the Full calendar mode, task and data tag dates will be transferred, creating two events in the Outlook Calendar.
- If you use the Hourly calendar mode, only data tag dates will be transferred, resulting in a single event in the Outlook Calendar.