Gain instant visibility into your team's availability through a two-way sync with your Outlook calendars. This feature ensures effortless scheduling and eliminates the need to manage separate calendars.
Integrating Outlook with SuperOps
To integrate your Outlook account with SuperOps, follow these steps:
Click the calendar icon on the pane to the left. Or Go to Marketplace > Calendar > Outlook and click "Integrate."
2. Authenticate your Microsoft account to link it with SuperOps.
📝Note: The integration is only compatible with Office 365 school or work accounts and does not support personal accounts.
3. Grant necessary permissions for successful integration, including reading your calendars, viewing your basic profile, and maintaining access to data
4. Choose the calendars you want to display in SuperOps. Only calendars that you have edit access to in Outlook will be displayed here.
📝Note: Changing the calendar view will replace old synced data with new data.
5. You can now view all your Outlook calendar events within SuperOps itself.
📝 Note: After integrating SuperOps with Outlook, it will sync events for the upcoming month only. Any existing events before integration for the following months will be synced by the end of the preceding month. However, any new event created in Outlook after integration, regardless of the event date, will be synced immediately.
6. Creating and modifying events directly in SuperOps automatically updates your Outlook Calendar
📝Note: Events can only be modified via SuperOps if they were initially created within SuperOps. If an event was created in Outlook, it cannot be edited from within SuperOps.
Creating events from the calendar:
Technicians will have access to only their individual calendars, while dispatchers can manage both their calendars and the team’s calendar. As a dispatcher, you will be able to delegate tasks to other technicians and dispatch them for on-site visits based on their availability.
To create an event in SuperOps, simply select a timeslot and start adding the details.
Give a name for the event and associate a ticket or project with it.
3. You can also see the resolution time of the ticket so that you don't cross your SLAs.
4. Add event attendees from the drop-down menu. By default, the technicians and requesters associated with the ticket will be auto-populated.
📝Note: If an attendee hasn't integrated their Outlook account with SuperOps, the event will sync with their SuperOps email address. Meanwhile, attendees who have integrated their Outlook accounts will have events synced to their Outlook email addresses.
5. Add a summary to the event and click save to successfully create the event. For synced events, you can track the attendees’ RSVP statuses.
📝Note: You will only be able to view the RSVP status of the attendees that are synced in your primary calendar.
6. Enabling the Show SLA button lists all the events based on SLA dues.
7. By clicking on the "overdue" button, you can easily identify tickets due today and those that are overdue.
Dispatcher Calendar:
📝Note: Technicians do not have access to the dispatch calendar. MSP Admins can grant access by adjusting settings in Roles and Groups > Technician Roles.
Along with all the above, as a dispatcher, you will be able to select the technicians you want to add or remove from your dispatcher calendar and create events for them.
You cannot access the calendars of technicians who have not synced their Outlook calendars with SuperOps.
Creating events from the ticket page:
Alternatively, you can also create events directly from your tickets or projects page.
When creating events from tickets or projects, the ticket or project details are automatically populated in your calendar.
2. Requester information is auto-populated for tickets but must be manually selected for projects.
3. Event descriptions can be generated from event templates or written manually.
4. By hovering over the calendar module widget, you’ll also be able to see all upcoming events for the day.
Viewing events from My Timesheets:
You can also view my timesheets along with scheduled events so that you can find missed work log entries.
Navigate to Modules > My Timesheets > Worklogs
Here, you will find the events for the day, as shown below.
3. In the calendar view, you'll see the ticket worklogs along with your calendar event.
4. You can disable the calendar events by clicking on the “Show events” button. You can also add the event as a worklog directly from this page.
Calendar Settings:
To access your calendar settings, click on the settings icon located at the top of the page.
2. Here, you can modify your calendar views from Outlook and create event templates.
3. Easily change your Outlook calendar views or sign out of your account from Calendar Settings, as shown below.
4. By creating standardized templates, you can automatically populate event descriptions with ticket and client information placeholders, ultimately saving time for your team.
Below are the placeholders available for creating event templates:
Ticket or Project’s display ID
Ticket or Project’s Module
Ticket or Project’s Subject
Ticket or Project’s Module link
Client name associated with the ticket or project.
📝Note: You cannot create recurring events from SuperOps, but all recurring events from Outlook will be replicated here.