> ## Documentation Index
> Fetch the complete documentation index at: https://absentify.com/docs/llms.txt
> Use this file to discover all available pages before exploring further.
# Shared calendar synchronization
> Synchronize absences from absentify with shared Microsoft Outlook and Teams group calendars to keep team availability visible across the organization.
Shared calendar synchronization in **absentify** enables seamless integration of leave and absence data into Microsoft Outlook group calendars or Teams group calendars. This guide covers everything from creating and sharing calendars to syncing absences with absentify's powerful features.
This feature is available from the Mini plan. The Mini plan includes 1 synced calendar (extendable with the Calendar Sync add-on), the Essentials plan includes up to 5 synced calendars, and the Plus plan includes unlimited calendars. Check our [Plans and Pricing](https://absentify.com/pricing) if you need more synced calendars.
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## Benefits of shared calendar sync
### Enhanced visibility and flexibility
By default, absentify synchronizes absences directly to each employee's personal calendar and provides a team overview within the app. However, shared calendar synchronization offers:
* The ability to sync absences to **shared Outlook calendars** or **Teams group calendars**.
* An option to display absences on shared screens in offices, such as lobby displays or common area monitors.
### Tailored for familiar workflows
Perfect for organizations that prefer traditional shared calendars alongside absentify's app-based features:
* Maintain centralized visibility of team absences.
* Simplify absence tracking across departments or projects.
### Automated and configurable
Automate absence updates to shared calendars with configurable options, such as syncing only approved absences or selecting specific leave types.
***
## Setting up shared calendar sync
### Step 1: Enable the required permissions
The permissions you need depend on which synchronization type you plan to use in Step 3:
* **Outlook shared calendar**: Follow the [Outlook calendar synchronization guide](/docs/en/roles/m365admins/permissions/outlook_calendar_synchronization) to grant the **Calendars.ReadWrite** permission.
* **Group calendar**: Follow the [Group calendar synchronization guide](/docs/en/roles/m365admins/permissions/group_calendar_synchronization) to grant the **Group.ReadWrite.All** permission.
* **iCal invites**: No additional permissions are required.
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### Step 2: Configure shared calendars
1. Go to **Settings > Integrations > Calendar Sync**.
2. Select **Add a new calendar synchronization**.
3. Name the calendar, provide a description, and proceed by selecting **Next**.
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### Step 3: Select synchronization type
Select one of the following options:
* **Group calendar**: Select from available Microsoft Entra ID groups and sync absences to the corresponding group calendar.
* **Outlook shared calendar**: Automatically sync absences directly to a shared Outlook calendar.
* **iCal invites**: Absences are sent as email invitations, allowing manual addition to calendars.
If absentify cannot access your Microsoft group calendars, the wizard indicates that a Microsoft 365 administrator may be required:
1. Select **Grant permission**. Microsoft consent opens in a new browser tab.
2. Complete the consent flow. The result page confirms success or explains the failure and asks you to close the tab.
3. Return to the Calendar Sync wizard. It displays a status message and, after successful consent, refreshes the group calendar list automatically without reloading the page.
Calendar type cannot be changed later. Choose carefully before proceeding.
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### Step 4: Assign departments
1. Select which department(s) you want to sync to the shared calendar.
2. Remove any departments by selecting the **X** next to their name if needed.
Absences of invisible managers are not synced into department shared calendars, consistent with their hidden status within the department.
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### Step 5: Configure absence types
1. Select which leave types will appear in the shared calendar.
2. Use the **Approved Only** toggle to sync only approved absences.
3. Customize the name of the absence event in the calendar. For extra privacy, you can enter "absent" as the event name.
When an absence has a reason, the reason appears in the event description only if **Reason visibility** and **Leave type privacy** are both disabled for that leave type. Restricting reason visibility or making the leave type private keeps the reason out of shared Outlook, group, and Teams group calendars.
***
### Step 6: Save and view in Outlook
1. Select **Save** to finalize the configuration.
2. Navigate to your [Outlook calendar](https://outlook.office365.com/calendar/) to see the synchronized absences.
It may take a few minutes for the changes to appear. If the calendar does not update, try refreshing Outlook or checking synchronization settings.
For more details and to troubleshoot specific sync events, refer to the [Microsoft sync logs](/docs/en/roles/hr_admins/settings/microsoft#microsoft-sync-logs).
***
## Troubleshooting
### Re-authorization required
If a group calendar sync's Microsoft connection expires or is revoked, absentify pauses the sync and displays a **Re-authorization required** badge next to it under **Settings > Integrations > Calendar Sync**.
1. Select the **Re-authorization required** badge to open the affected sync.
2. Follow the banner instructions:
* If you originally connected the sync, select **Grant permission** and complete the Microsoft consent flow.
* If another administrator connected it, ask that administrator to reconnect it, or select the group calendar again to take over the connection.
3. After a successful reconnection, absentify resumes the sync and automatically adds eligible absences booked while it was paused.
You can verify individual operations in the [Microsoft sync logs](/docs/en/roles/hr_admins/settings/microsoft#microsoft-sync-logs).
***
## Creating, sharing, and adding calendars in Outlook
Adding and sharing calendars in Outlook helps you manage and display your team's absences clearly and transparently.
### Creating a calendar
Creating your own calendar is helpful to display your team’s absences separately from your personal appointments.
1. Sign in to your [Outlook calendar](https://outlook.office365.com/calendar/) and select **Add calendar** from the left-hand menu.
2. Select **Create blank calendar** and provide details, such as:
* **Calendar name** (e.g., "Team Absences").
* **Color and Charm (optional)** for easy identification.
* **Add to** group selection.
3. Select **Save** to add the calendar, which will appear under **My Calendars**.
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### Sharing an Outlook calendar
Sharing your calendar is helpful so that colleagues or your team can keep track of current absences.
1. Locate the calendar you want to share, select the three dots, and select **Share Calendar**.
2. Enter the recipient’s email address and select permissions (for example, "Can view all details").
3. Select **Send**. The recipient will receive an invitation to accept the calendar, which will then appear in their Outlook view.
***
### Adding a shared calendar
Add a shared calendar to display the absences of other teams or departments in your own calendar.
If a coworker shares their calendar, you can add it to your account:
1. Sign in to [Outlook Exchange](https://www.microsoft.com/de-de/microsoft-365/exchange/email) and select **Add calendar** > **From directory**.
2. Search for the user’s calendar and specify the calendar group (e.g., "My calendars").
3. Select **Add** to save it to your view.
***
## Displaying shared calendars in Microsoft Teams
With the new **Unified M365 Calendar App**, you can now seamlessly integrate shared calendars directly into Microsoft Teams. This feature is ideal for displaying absences in shared calendars alongside absentify's app-based team overview, offering flexibility for teams accustomed to managing schedules via shared calendars.
### Adding a shared calendar using the Unified M365 Calendar App
1. **Open Microsoft Teams**: Launch the Teams application on your device.
2. **Navigate to the calendar section**: In the left-hand navigation menu, locate and open the **Calendar** section.
3. **Access the Unified M365 Calendar App**:
* Use the search bar or the app catalog to find the **Unified M365 Calendar App**.
* If it's not installed, follow the prompts to add it to your Teams environment.
4. **Add shared calendars**:
* Within the Unified M365 Calendar App, select the option to add or display shared calendars.
* Select the specific calendar you want to display (for example, a department absence calendar or team calendar).
5. **View and interact**:
* The shared calendar will now appear within Teams, accessible alongside your personal calendar.
This functionality works with both shared Outlook calendars and Teams group calendars, making it easier to consolidate and view absence data in your preferred environment.
### Example use cases for Teams integration
* **Display on shared screens**: Use the Teams app to showcase absences on shared screens in common areas, such as lobbies or breakrooms.
* **Improved collaboration**: Allow team members to view department-wide absences directly in Teams, simplifying scheduling and coordination.
By leveraging the Unified M365 Calendar App, your organization can streamline absence visibility and ensure seamless collaboration across platforms.