Personal booking configuration

Looking to set up the calendar integration for your entire company? Check out this guide instead.

Requires

  • Robin admin
  • Google Calendar
  • Office 365
  • Exchange 2010 +coming soon!

Overview

Configuring the settings outlined in this guide will provide users with a more personalized and streamlined scheduling experience.  Note, these steps are optional, but are recommended for a more seamless Robin experience. 

Below are the additional features users will be able to enjoy if configured correctly: 

  • Users will see all of their upcoming events under the schedule view tab
  • Users will be able to preview co-workers availability before creating events to help choose the best time for all attendees.
  • Users will own their events making it easier to create and edit events in Robin and external calendars.

How it works

When user calendar accounts are connected and the "Allow Personal Booking" functionality is enabled Robin will try to book events directly as the person, instead of the service account, allowing users to own and manage their events.  

  • To enable personal booking for your organization, navigate to Manage > Integrations > Select your calendar system > Manage > enable "Allow personal booking". (See the Exchange example below)

For Google & Office 365, once Robin detects an organization has successfully integrated a calendar system, users will be prompted to connect their relevant calendar account by default. However, user experience is still limited until admins complete the configurations in this guide. 

For Exchange, the "personal booking" setting is disabled by default.  Admins can enable this setting under Manage > Integrations > Exchange > Manage > enable "Allow personal booking". Users will not be prompted or have the option to connect their calendar until this setting is enabled.  The "Allow personal booking" setting is available today, however, connecting user personal Exchange calendars is not available just yet. Coming very soon!

 

Exchange-personal_bking.png

User integration authentication protocols

Google & O365:  By default SSO is enabled for Google and Office 365 . SSO authentication will automatically connect user calendars. Or users can connect their calendar accounts under the user profile settings. From there, they will follow the same Oauth authentication steps to complete the connection. 

For Exchange (coming soon), once the "allow personal booking"setting is enabled Exchange users will have the opportunity to connect their calendars using Oauth through NTLM in Robin. Then users will be prompted to provide the following information; email address, username, and password for their account.

  • Robin connects to Exchange using Microsoft's proprietary secure authentication protocol called "NTLM". The NTLM protocol allows us to store Exchange authentication credentials in a one-way encrypted fashion (called "hashing"), so that a user's Exchange password is never stored in raw plain-text. To learn more at Security and connection overview.

Tip: Remind users to make sure they have enabled pop-ups in their browser.

Configure calendar permissions 

Make sure calendar permissions are configured correctly on the service account in order for users to book spaces as themselves. User events will be declined if they don't have the correct permissions. Refer to the links below according to your calendar system for a pointers:  

  • For Google, follow this guide  
  • For Outlook, we found this resource to be helpful. 

 Configure delegate access  

Granting delegate access to a colleague, like your executive assistant, is a settings configuration on your personal user account in your office's native calendar system. Refer to the links below according to your calendar system for guidance:

 

 

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