Calendar Sync Activity Assignment

Calendar Sync Activity Assignment

G5’s Calendar Sync integration allows you to create an activity in either G5 or Outlook and have it sync over to the other program’s calendar.

But the details of how that happens are important, because you need to understand how each program will behave depending on how you do it.

When you create a Schedule Item in G5, if you:

  • Household in the For field, it will create the activity in Outlook, but will not send any invitations out for that activity.
  • Put a Contact/Individual in the For field, it will create the activity in Outlook, and send that person an invitation to the activity, including any notes added to the activity, using the default email for that Contact/Individual.
    • This is important to remember if you intend to use the Note section for internal information.

When you create an activity in Outlook, it will look at anyone you have invited and if:

  • You add emails to the invite field, it will put the matching Contact/Individual in G5 in the For field of the activity, and the matching Users in the Assign To field when it creates the Schedule Item on your G5 calendar. It will never add the Household to the activity, only the Contact/Individual.
  • If the emails you add do not match a Contact or User in G5, it will leave the For field blank, and only add you to the Assign To field in G5 when it creates the Schedule Item on your G5 calendar. You will then need to manually add the Household or Contact to the Schedule Item.

Updating A Sync'd Activity

  • If you update the Schedule Item within G5 after it syncs from Outlook to add a Contact to it, it will sync that back to the item within Outlook and will then send an invite for the Schedule Item to the Contact that was added.
  • If you update the Schedule Item in G5 with a new time, it will send a meeting update email to each contact in the Schedule Item.
  • If you update the Schedule Item in G5 with additions to the Note field, but not the time, it will not send an update email to anyone. However, if you later change the time, the Update email it sends will include the updated information in the note field.
    • This is important to remember if you have added internal notes and information to the activity since its creation. Please review the notes section before saving the note and sending the updated invite.
  • If you update the activity in Outlook, it will follow Outlook’s normal behavior for sending meeting updates. It will also update in G5 to match.

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