Synchronizing sessions with employees’ work calendars

Before you start

If you don’t have a connector installed, you will need to add one by referring to the documentation for the available calendar integrators, i.e. Google Calendar - Synchronization of calendar events and Microsoft Outlook Calendar - Synchronization of calendar events

You must ensure that internal session managers have a calendar connector configured for their establishment. The internal manager will be the organizer of the calendar event. 

Synchronizing a session with a calendar event

Once the connector is correctly configured, a calendar event will be created automatically the first time an employee registers (when the session event synchronization option has also been activated).

The synchronized event will be more accurate if the start and end times are entered. In this case, the time zone of the event must also be given.

Conversely, the event will be deleted once there are no longer any employees registered for the session (or if the session event synchronization option has been unchecked).

Known limits

The calendar integration feature has the following limitations:

• The existence of the connector or its correct setting (configured for the internal manager’s establishment) is only visible from the ‘Integration’ module. You won’t be able to get this information directly from a session.

• When you change the internal manager after synchronization has already been completed, it doesn’t work. This will be corrected shortly.

• The reminder emails sent 7 and 2 days respectively before the start of a training course do not yet display the times when they are specified.

• The start and end times, when they are entered, are not displayed in the “My training” section.

• The in-house trainer is not yet the organizer of the calendar event for in-house training sessions.

FAQ - Frequently asked questions

• When is a session synchronized in the employees’ work calendars?
  

  The initial synchronization is carried out for the internal manager once an employee is registered for the session and the “Add the session to the participants’ calendar” option is selected. An integration will then be automatically sent to your work calendar. The internal manager will also receive the invitation at that time. Once all employees are unregistered, the invitation in the calendar will be deleted for everyone. 

  All of the invitations will also be deleted once the internal manager unchecks the “Add the session to the participants’ calendar” option.
  
  

• What information will be synchronized with the work calendar?
  

  You will find the following information from the Poplee Training session in the calendar invitation:

  • Name of the training course
  • Start and end dates
  • Start and end times (optional)
  • Internal manager
  • Employees registered
  • Address (optional, visible in the invitation description)
  • Videoconference link (optional, visible in the invitation description)
    
    
• Which work calendars can sessions be synchronized with?
  Synchronization is compatible with Google Calendar and Microsoft Outlook Calendar. However, synchronization does not work with Microsoft Outlook’s on-premise solution (hosted on local servers).
  
  
• What happens when you add information directly to the calendar invitation?
  Poplee Training is the reference for the name, description, location, start and end dates, participants, and organizer of the calendar invitation. If, for example, the organizer changes the name or adds a participant, when the next synchronization takes place, any manual changes you have made will be deleted and replaced by data from Lucca. This also applies to rooms and the management of access rights in the invitation, which will be deleted when the next synchronization takes place. On the other hand, links for video conferences will be retained, but only on Google Calendar.
  
  
• What happens when you register employees who do not have an email address that is synchronized with your organization’s work calendar?
  The employees will still receive the calendar invitation by email.
  
  
• What happens when the organizer directly deletes the invitation from their work calendar?
  Poplee Training is the reference for calendar invitations. The next time the session is modified, such as the start date, the event will be recreated in the employees’ work calendar. If the internal manager wishes to permanently delete the invitation, they will have to uncheck the “Add the session to the participants’ calendar” option directly in the session in Poplee Training.