Connect your calendar

Connect your own Google Calendar or Outlook calendar to schoolOS, and the two keep each other up to date:

• schoolOS puts your due dates on your calendar. Your tasks, tickets and approvals with a due date show up on a calendar named schoolOS in your account. It's a calendar of its own, never your main one, so you can hide it or color it like any other. Its events show you as free, so they never block a meeting.
• Your calendar comes back into schoolOS. Your events show in the calendar at the top of schoolOS, and only you see them. When your calendar says you're out, schoolOS marks you out of office, so automatic assignment skips you and your coworkers see you're away.

The calendar button at the top of schoolOS works before you connect, too. It shows today and the next 7 days: your tasks, tickets and approvals by when they're due, and the days you scheduled out of office (select one to change them in your profile's Out of office setting). Connecting adds your own events.

Your calendar page#

For more than a week, select Open calendar at the top of the calendar button. Your calendar page lays it all out like the Tasks calendar: Day, Week, Month or Quarter, with the arrows and Today to move around. On a computer it fits your screen. On a phone, Month shows dots on each day; tap a day to list it below.

Colors tell them apart: tasks are green, tickets orange, approvals purple, and anything past its due date red. Out of office is amber, events you added are light blue, and each calendar you read from Google or Outlook has its own color (your first one is blue). Anything that runs over several days is one bar across them.

• Tasks, tickets and approvals sit on the day they're due. Hover over one to see its main details (its number, status, priority, who asked, where, and the start of its description), and select it to open it.
• Out of office marks each day you're away. Select it to change your time off.
• Select an event you added to see its notes or Remove it.
• Calendars your admin shares with your department or team, like a team out-of-office calendar, show too, each in its own color (shared calendars). Select an event to open it in Google Calendar or Outlook, or Remove one you added.
• With a calendar connected, your events are there too, opening in Google Calendar or Outlook. Until then, Connect a calendar sits beside New.

Show or hide calendars#

Calendars, beside New, lists every calendar on your page with a checkbox in its color: yours (Tasks, Tickets, Approvals, Out of office, Events I added and, once connected, Google or Outlook) and each one shared with your team. Clear a box to hide its events here and in the calendar button; check it to bring them back. This browser remembers what you hid.

Add an event or time off#

Select New, or click an empty part of a day to start on that day:

• Event. A title, the day, and when it starts and ends (or All day, over one or more days), with optional notes. Add to chooses where it goes. On My calendar, only you see it, on your calendar page and the calendar button. It stays in schoolOS unless you turn on Events I add in schoolOS (below). Pick a calendar your admin shared with your team instead, and everyone it's shared with sees it, in schoolOS and in Google Calendar or Outlook.
• Out of office. The first and last day you'll be out. It's the same as scheduling time off in your profile's Out of office setting, so automatic assignment skips you on those days.

Either one can be undone from the message that confirms it.

Only you see your calendar page. Bookmark it or add it to your quick links: it opens on the view and day you left it on.

Everyone connects their own calendar. Nobody else, not even an admin, can connect it for you or see your events.

Connect#

1. Open your profile from your avatar menu, and select Integrations in the rail on the right. You can also start from the calendar button at the top of schoolOS: until you connect, it's dimmed, and it opens with No calendar connected and a Connect a calendar button that takes you to Integrations. It's on your own profile only.
2. Select Connect beside Google Calendar or Outlook Calendar.
3. Sign in to Google or Microsoft if asked, and allow schoolOS to use your calendar.
4. You come back to Integrations with a "connected" message. The first sync runs right away; your due dates appear within a few minutes.

You can connect both, if you use both.

If Connect is grayed out, your district can't connect that calendar yet, and the card says why. Ask your schoolOS administrator.

Your settings#

Each connected calendar has its own card, showing Connected as your account and when it last synced. Every change saves as soon as you make it, and you can undo it from the message that appears.

• Put on my calendar: Tasks, Tickets, Approvals. Which due dates go on the schoolOS calendar. All three are on to start. Turn one off and its events are removed from the calendar at the next sync.
• Put on my calendar: Events I add in schoolOS. Off to start. Turn it on and the events you add on My calendar go on the schoolOS calendar too, with their times and notes, as busy, private time (others who can see your calendar see you're busy, not what it is). Change or remove one in schoolOS and your calendar follows at the next sync; change it in Google or Outlook and the next sync puts it back as schoolOS has it. Turn it off and they're removed from the calendar.
• Moving a task in my calendar changes its due date. On by default. Drag a task's event to Thursday and the task is due Thursday. Tickets keep their SLA due date — moving one in your calendar puts it back. Turn this off if you rearrange your calendar to plan your week and don't want due dates to change.
• Show my events in schoolOS (only you see them). Your events appear next to your due dates in the calendar at the top of schoolOS. Events marked private show as Busy. Turn it off if you only want your due dates there.
• Mark me out of office when my calendar says I'm out. On by default. In Google Calendar, that's your Out of office events. In Outlook, it's your automatic replies and your events shown as Away (Out of office). While you're out, automatic assignment (team routing, round robin, workflows) skips you; someone can still assign you by name.
• Count all-day events as time off. Off by default. Turn it on and an all-day busy event, like a conference or a training day, marks you out of office too. Leave it off if you put all-day reminders on your calendar that aren't time away.
• Calendars to read. Which of your calendars schoolOS reads for events and time off. Your main calendar is ticked to start. Tick a shared team calendar too if that's where you put your time off.

Sync now syncs right away. Otherwise schoolOS syncs every 15 minutes or so.

For example, a technician on the Facilities team marks a Friday as Out of office in Google Calendar. On Friday, new HVAC work orders routed to the team go to someone else, and her avatar shows she's out. The work orders already assigned to her stay hers.

Reconnect#

If you remove schoolOS's access in your Google or Microsoft account, or your district's IT removes it, schoolOS can't reach your calendar anymore. The card says so and nothing syncs until you select Reconnect and allow access again. Your settings are kept.

Disconnect#

Select Disconnect on the card, then confirm. schoolOS stops putting your due dates on your calendar and forgets your events and the time off it read from it.

The schoolOS calendar stays in your Google or Outlook account with what was on it when you disconnected. Delete it there if you don't want it.