The Exchange Integration Module allows you to synchronise your Trainers' accessplanit calendars with their Exchange(Outlook) calendars. You can choose to push information from accessplanit into their Exchange calendar, pull information from their Exchange calendar into their accessplanit calendar, or both.
You must be within the Advanced band or higher to integrate with Exchange Integration as this is a chargeable module/integration. Please speak to your CSM if you are unsure whether you should have access to this feature.
The area is available from within the Administration menu options:
There are some settings that need to be put in place for the Exchange Integration to work correctly. The calendar will also undergo some changes when the integration is active:
The Exchange Integration allows a Trainers calendar to synchronise directly between accessplanit and a Microsoft Exchange calendar in one of three ways:
The data can be sent from accessplanit's trainer resource calendar to the Exchange account calendar
The configuration option that you choose depends on how you would like the information to flow.
There are two areas that need to be configured before the Exchange Integration can be used.
These areas are:
Without configuring both areas, the Exchange Integration will not work.
Before this can be configured, the two accounts need to be configured on the Exchange server in a very specific way:
Master account
This Exchange account needs to be configured by your internal IT department so that it has permission to have full access over any of the resource level Exchange accounts. This permission configuration is not decided or controlled by accessplanit, but if this account does not have this top level of permission over the Trainer Resources, the calendars will not be able to synchronise between accessplanit and exchange.
Resource account(s)
Each Trainer Resource needs to have their own Exchange account details added into accessplanit under Resources > Manage > Edit > Exchange Integration.
This account must be of the same domain as the Master account.
Training Administrators will need to input the Trainer's details here:
It is important that the master account has permission over each Trainer's Exchange account. This is configured by your internal IT department.
Via Outlook, this can be done by following the steps below:
Outlook > File > Account Settings > Delegate Access > Select the master account and then set the permissions as shown in screenshot attached
('ap exchange' is the name of our master account)
To set up the integration you will need to enter your Microsoft Exchange Administration credentials which controls access over the Outlook accounts for your Trainers.
Repeat this process for each Trainer.
If the Trainer deletes the course from their calendar can they get it back?
Yes, accessplanit will periodically sync with the Outlook calendar and override any changes the Trainer makes to the calendar item and replace any which have been accidentally deleted.
What is the difference between this module and the Outlook Plugin?
The Outlook Plugin module allows you to push your Outlook emails into accessplanit, rather than calendar items.
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