Calendar Sync

1. Capability Overview：

Synchronize Calendar data between ShareCRM and Outlook Calendar on the Office 365 platform with bidirectional sync.

2. Applicable Scenarios：

Field sales and other external-facing staff use Outlook Calendar to manage personal daily work and follow-up schedules.

3. Value Proposition：

a. Maximize productivity: Automated data capture reduces manual entry, eliminating repetitive tasks so salespeople can focus on core follow-up activities.
b. Accuracy: Improves synchronization accuracy and reduces risks from data-entry discrepancies.
c. Informed sales decisions: Users can view all calendar activities—both internal and external—related to an Account or Contact directly in the CRM, enabling tailored communication and sales strategies.
d. Faster operations: Automated sync ensures stable data flows and accelerates business processes.
e. Consistency: Keeps data consistent across platforms and enables multi-platform dynamic synchronization so changes made at one point propagate to others.

4. User Guide：

4.1 Pre-configuration Preparation

1. Purchase the Office 365 Calendar Sync product license for the customer organization in Sales Order. We recommend testing in a sandbox tenant before enabling in production.

picture coming soon: Office 365 Calendar Sync — product information

1. You need a Global Administrator account in Microsoft Entra admin center to obtain tenant identity and application authorization details for creating the connector. Sign in at https://entra.microsoft.com/#home

4.2 Configure Administrative Permissions

Before configuring calendar sync rules, ensure the administrator has the Calendar Sync management permission. System Administrators and CRM Administrators have Calendar Sync permission by default. You may also assign Calendar Sync permission to custom admin roles.

picture coming soon: Admin Console - Data Permission Management - Management Function Permissions

picture coming soon: Admin Console - Data Permission Management - Management Function Permissions

4.3 Calendar Sync Rule Configuration

After obtaining the required permissions, go to Business Plugin Management > Calendar Sync to configure synchronization rules.

picture coming soon: Admin Console - Business Plugin Management - Calendar Sync

Step 1: Select calendar service
Currently the connector supports Microsoft Office 365.

picture coming soon: Admin Console - Business Plugin Management - Calendar Sync - Add Configuration

Step 2: Select connection method
Currently the connector uses OAuth 2.0 for Microsoft Office 365.

picture coming soon: Admin Console - Business Plugin Management - Calendar Sync - Add Configuration

Step 3: Create the connector (link the third-party platform to ShareCRM)

picture coming soon: Admin Console - Business Plugin Management - Calendar Sync - Add Configuration

a. Definition: Configuration Name (required)
Limit 100 characters. Do not use “CRM Calendar” or duplicate an existing configuration name.

b. Description
Provide the connector purpose. Up to 2000 characters.

c. Server URL
The Global Administrator in Microsoft Entra admin center must use this address to sign in and obtain identity credentials.

d. Tenant ID (required)
Copy and paste the tenant ID into the form. Note: For a single ShareCRM tenant, one Microsoft tenant ID can be used only once. In multi-ShareCRM-tenant scenarios, the same Microsoft tenant ID can be shared across multiple ShareCRM tenants.

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e. Application (Client) ID (required)
Under Applications > App registrations, use an existing app or register a new app to obtain the Application (Client) ID.

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f. Client Secret
The full secret value is visible only when you first create it. If it becomes masked, create a new client secret.

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g. Configure API permissions
Go to API Permissions > Add a permission > Microsoft Graph > Application permissions. Search for and add User.Read.All and Calendars.ReadWrite.

Note: Select Application permissions.

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h. After adding permissions, grant admin consent; otherwise the connector cannot connect. Use a Global Administrator to Grant admin consent.

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Step 4: Sync configuration (define sync direction)
You can choose bidirectional sync or either of the two single-direction options.

picture coming soon: Admin Console - Business Plugin Management - Calendar Sync - Add Configuration

4.4 Frontend User Authorization：

After creating the connector, all company users will see a pending authorization card at Frontend > Personal Settings > Connected Accounts. When a user authorizes, the system matches the email address stored in ShareCRM with a Microsoft tenant user whose user type is Member. If matching succeeds, the authorization completes.

picture coming soon: Personal Settings - Connected Accounts

picture coming soon: Personal Information

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4.5 Creating Calendar Events：

a. Employees in the ShareCRM tenant must select the sync configuration created by the administrator in the Calendar Selection field.
b. The system adds a Contact field to choose customer Contacts who will participate; the Participants field lists internal company users.
c. Participant sync logic: Only participants who have authorized the specific sync configuration in Connected Accounts will be synchronized to Outlook.
d. Contact sync logic: Contacts will sync to Outlook if their record contains an email address.

Note: ShareCRM Calendar is an enterprise calendar—only internal company members can create calendars for internal collaboration. Outlook is a general-purpose calendar that may include external users (for example, a Contact) who create events in Outlook that include internal users’ email addresses as participants. Events created by external users in Outlook that include internal users will not sync to ShareCRM. Only events created by internal company members in Outlook will sync to ShareCRM.

picture coming soon: Calendar - New Event

Events generated under the configured sync will display in green by default, indicating the event will sync to a third party or be synced from a third party. In the left My Calendars filter you can filter between ShareCRM events and third-party events.

picture coming soon: Calendar

The event also appears in the activity feed on the Contact record detail page.

picture coming soon: CRM - Contact - Record Detail

When events sync to Outlook, field mappings use ShareCRM event field values. The same mapping applies to events created in Outlook syncing into ShareCRM. Current mapping rules:

Outlook receives the corresponding third-party events.

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