Check-Ins - Outlook Integration

Users can create a Check-Ins meeting(s) and send an invite to the Outlook calendar of both participants. Users can then easily access their Check-In meetings from their Outlook calendar, and participants in the meeting series can edit the meeting schedule and calendar invite.

An administrator must configure the Outlook calendar invite to use these features.

Enable the Outlook Calendar Invite

To enable the Outlook Calendar Invite feature, go to Admin > Tools > Core Functions > Email Management​. Complete the following fields:

  • Enter Search Text - Type "check-in"
  • Select Text Field to Search - Select "Email Action"
  • Select Email Action Type - Select "All Action Types"
  • Select Email Category - Select "All Categories"

Check the Check-In Invitation Change box.

  • The downloading invites functionality is off by default. To enable it, go to Admin > Performance Management > Check-Ins > Check-Ins Settings. Enable the Check-Ins Calendar Invite Download option.
  • To use the email invite functionality, an administrator must activate and configure the Check-In Calendar Invitation Change email trigger.

Create a Check-Ins Meeting

To create or edit a new Check-In meeting series, go to Check-Ins Home Page > Create a new Check-In Meeting or open an existing meeting series. See Check-Ins - Create a New Check-In Meeting .

Edit Check-Ins Meetings

Participants can edit the meeting schedule for a series and individual meetings.

Any changes made to the series meeting affects the entire series.

Edit the Series

To edit, go to PERFORMANCE > CHECK-INS and click the appropriate check-in series on your home page. Click the ellipses, select Check-Ins Settings, and then select the Manage Meeting Schedule tab.

  • Any changes made on the Manage Meeting Schedule tab will automatically update the future Check-Ins meetings and Outlook calendar invite.
  • The Check-Ins Modification History tab provides details of any changes made to the selected meeting series.
  • Changes made to the series meeting affects the entire series.

Edit an Individual Meeting

To edit an individual meeting, open a meeting and select the date at the top of the page. On the fly-out, make the necessary changes. The participant calendars will reflect the new changes. Changes to individual meetings do not impact the Check-In series.

Delete a Check-Ins Meeting

If a meeting is deleted from the Outlook calendar, it is not reflected in CSX Check-Ins.

If a Check-In meeting or Check-In series is deleted by a participant, a cancellation invite is automatically sent to the participants to remove the invite from their calendar.​​

Outlook Calendar Invites

The Outlook invite includes the following information:

  • Meeting Name: The Check-Ins series name.
  • Organiser: This is always CSX.​
  • Attendees: The participants in the meeting series.​
  • Time:
    • Start time: The meeting start time.​
    • End time: The meeting end time.​
  • Date: The meeting date.​
  • Location, if specified: The location information.​
  • Invite Body: Configured by the administrator.

Outlook calendar invites can be sent automatically or by downloading/importing.

Complete the associated fields and click the Email Invite box when creating or editing a Check-Ins meeting series.

  • Administrators must create an email for the "Check-In Calendar Invitation Change" to allow invitations to be sent.
  • Users must have their correct email addresses stored in the system to receive emails.
  • The default email is noreply@csod.com.

Download and Import Meetings

In Meeting View, open the appropriate meeting series and select the appropriate meeting start and end time. Select the vertical ellipsis and select Download Calendar Invite (Series) or Download Calendar Invite (Occurrence). The meeting is downloaded to the participant's Outlook calendar. Downloading allows users to receive Outlook calendar invites even if the email invite functionality is not configured on their system. Once the ICS file downloads to a browser, the user can drag the invite into their Outlook calendar and import the invite information into Outlook.

Cancel/Reopen/Delete Meetings

The following applies when canceling and reopening meetings:

  • If a user cancels an individual meeting, a cancellation invite is sent to the participants to remove the invite from their calendar. ​A cancellation invite is only be sent if the user has selected the email invite option.
  • If a user reopens a cancelled meeting, a new calendar invite is sent to the participants to read the invite to their calendar.​ An invite will only be sent if the user has selected the email invite option.
  • If a Check-In meeting or Check-In series is deleted by a participant, a cancellation invite is automatically sent to the participants to remove the invite from their calendar.​​​

Considerations

  • Any changes must be made in CSX Check-Ins. If a user make changes in Outlook or deletes a Check-Ins meeting in Outlook, those changes are not updated in CSX Check-Ins.
  • If a user makes changes through CSX Check-Ins and selects “Send email invite”, all meetings in the Outlook calendar series are updated to reflect the changes. If a user makes changes through CSX, past meetings in Check-Ins will not be updated.
  • If a user adds a new meeting to the CSX Check-Ins series after sending the invites, and it is not part of the recurrence, this meeting is not reflected in the participants Outlook calendar.