Connecting to a Shared / Existing Calendar
Vacation Tracker offers you the option to connect our calendar to a shared Google Calendar and/or Outlook Calendar. For the moment, we only offer the connection with Google and Outlook, but other calendars are on our roadmap. This connection will share Vacation Tracker approved leave to an existing/shared calendar in real time.
For more information on all of the calendar connections we offer, please see our calendar guide: Guide: How Do I Sync My Calendar with Vacation Tracker?
Admins, Approvers, and Users can access the Shared Calendar settings. The Shared Calendar is currently available to the Complete plan only.
The Shared Calendar syncs immediately. So, any approved leaves or changes made in Vacation Tracker regarding leave (editing, canceling a leave) update within a couple of minutes in the shared calendar.
Go to the online dashboard: app.vacationtracker.io/signin
On the left-hand side menu click on Calendar
Once on the Calendar page, click on Sync with your calendar (Google, Outlook, etc.) at the top of the page
Once you’re on the Shared Calendar page, click on Connect Calendar and choose your Calendar provider (Google or Outlook)
Google
This calendar connection is added to an existing calendar. You must either create or have an existing calendar with Google. If you’d like to add a new calendar instead of connecting to an existing calendar, please use the iCal option Adding a New Calendar (Using iCal Connection
Click on Connect your Google Calendar
Log in with your Google credentials and allow permissions
Next to Filter By, apply your Filter preferences if you have any (Locations, Departments, Labels). This is optional.
Next to Select:, click on the drop-down menu to select which shared calendar you’d like to connect Vacation Tracker’s calendar to.
* Note: If you don’t see the shared calendar you’d like to connect to, click on the refresh button next to the drop-down menu. This will refresh the list immediately.
If your shared calendar is with another Google Workspace that’s different from the credentials you used to sign in, you have the option to sign in to the other Google Workspace account to access the shared calendar you’re looking for.
Click on Create Calendar Sync
You’ll get confirmation once the shared calendar is connected
This calendar connection is added to an existing calendar. You must either create or have an existing calendar with Outlook. If you’d like to add a new calendar instead of connecting to an existing calendar, please use the iCal option Adding a New Calendar (Using iCal Connection
Click on Connect your Outlook Calendar
Log in with your Microsoft credentials and allow permissions
Next to Filter By, apply your Filter preferences if you have any (Locations, Departments, Labels). This is optional
Next to Select:, click on the drop-down menu to select which shared calendar you’d like to connect Vacation Tracker’s calendar to
*Note: With the Shared Calendar, you can connect the Vacation Tracker calendar to more than one shared/existing calendar with Outlook. You’ll have a log of all the shared/existing calendars you’ve connected with Vacation Tracker on the Shared Calendar page. The log will also show external calendars that are currently being shared with you.
Click on Create calendar sync
*To remove the Vacation Tracker calendar from your existing/shared calendar, simply click on the trash icon on the right-hand side of the existing/shared calendar you wish to disconnect from. This will remove all Vacation Tracker-approved leaves from that shared/existing calendar.
Please Note: Vacation Tracker will add only current and upcoming approved leaves to the calendar after you connect to the shared/existing calendar. Past leaves will not be added.
This information is view-only, and it does not book any time off in your personal calendar directly. To additionally book time in your personal calendar, you would use our Personal Calendar Connection: How Do I Connect My Personal Calendar to Vacation Tracker?
For more information on all of the calendar connections we offer, please see our calendar guide: Guide: How Do I Sync My Calendar with Vacation Tracker?
Who can do the connection to the Share/Existing Calendar?
Admins, Approvers, and Users can access the Shared Calendar settings. The Shared Calendar is currently available to the Complete plan only.
The Shared Calendar syncs immediately. So, any approved leaves or changes made in Vacation Tracker regarding leave (editing, canceling a leave) update within a couple of minutes in the shared calendar.
How to Access the Shared Calendar Settings:
Go to the online dashboard: app.vacationtracker.io/signin
On the left-hand side menu click on Calendar
Once on the Calendar page, click on Sync with your calendar (Google, Outlook, etc.) at the top of the page
Once you’re on the Shared Calendar page, click on Connect Calendar and choose your Calendar provider (Google or Outlook)
This calendar connection is added to an existing calendar. You must either create or have an existing calendar with Google. If you’d like to add a new calendar instead of connecting to an existing calendar, please use the iCal option Adding a New Calendar (Using iCal Connection
Click on Connect your Google Calendar
Log in with your Google credentials and allow permissions
Next to Filter By, apply your Filter preferences if you have any (Locations, Departments, Labels). This is optional.
Next to Select:, click on the drop-down menu to select which shared calendar you’d like to connect Vacation Tracker’s calendar to.
* Note: If you don’t see the shared calendar you’d like to connect to, click on the refresh button next to the drop-down menu. This will refresh the list immediately.
If your shared calendar is with another Google Workspace that’s different from the credentials you used to sign in, you have the option to sign in to the other Google Workspace account to access the shared calendar you’re looking for.
Click on Create Calendar Sync
You’ll get confirmation once the shared calendar is connected
Outlook
This calendar connection is added to an existing calendar. You must either create or have an existing calendar with Outlook. If you’d like to add a new calendar instead of connecting to an existing calendar, please use the iCal option Adding a New Calendar (Using iCal Connection
Click on Connect your Outlook Calendar
Log in with your Microsoft credentials and allow permissions
Next to Filter By, apply your Filter preferences if you have any (Locations, Departments, Labels). This is optional
Next to Select:, click on the drop-down menu to select which shared calendar you’d like to connect Vacation Tracker’s calendar to
*Note: With the Shared Calendar, you can connect the Vacation Tracker calendar to more than one shared/existing calendar with Outlook. You’ll have a log of all the shared/existing calendars you’ve connected with Vacation Tracker on the Shared Calendar page. The log will also show external calendars that are currently being shared with you.
Click on Create calendar sync
*To remove the Vacation Tracker calendar from your existing/shared calendar, simply click on the trash icon on the right-hand side of the existing/shared calendar you wish to disconnect from. This will remove all Vacation Tracker-approved leaves from that shared/existing calendar.
Please Note: Vacation Tracker will add only current and upcoming approved leaves to the calendar after you connect to the shared/existing calendar. Past leaves will not be added.
This information is view-only, and it does not book any time off in your personal calendar directly. To additionally book time in your personal calendar, you would use our Personal Calendar Connection: How Do I Connect My Personal Calendar to Vacation Tracker?
Updated on: 25/01/2024
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