Overview
The Microsoft 365 calendar sync sends your SmartMoving schedule to Outlook. When you connect, SmartMoving creates a separate calendar in your Microsoft 365 mailbox and keeps it filled with booked jobs, plus crew events and Office Calendar events if you choose.
Each user connects their own calendar from their profile. You can connect more than one Microsoft 365 calendar and give each one its own branch and event settings.
Before You Start
Your role needs the Sync calendar permission. Without it, the Calendar Syncing section doesn't appear in My Account. An admin can add it in Settings > Company Settings > Roles & Permissions.
You need a Microsoft 365 work or school account.
Some organizations require a Microsoft 365 administrator to approve new apps. If yours does, your IT admin approves the SmartMoving request before the sync can finish.
Connect Your Microsoft 365 Calendar
Click your initials in the top-right corner, then click My Account.
In the Calendar Syncing section, click the Microsoft 365 tab.
Click Sync with Microsoft 365 Calendar.
Sign in to Microsoft in the window that opens and accept the permissions request.
Return to SmartMoving. Your calendar appears in the table, named SmartMoving Calendar.
Note: If a calendar named SmartMoving Calendar already exists in your mailbox, SmartMoving adds your company name or a number to the new calendar's name.
After you connect, choose what to sync. By default, the calendar includes jobs for all branches and no Office Calendar or crew events.
Choose What Syncs
On the Microsoft 365 tab, click the ⋮ menu next to the calendar.
Click Edit.
In Calendar Name, enter the name the calendar shows in Outlook.
Under Jobs and Crew Events, set:
Which branches do you want jobs and crew events from?: select All or specific branches.
Sync crew events: turn on to include crew events from Dispatch Scheduling for those branches, such as a crew member marked unavailable.
Under Office Calendar Events, choose which on-site estimates, box deliveries, surveys, and other Office Calendar events to include:
Don't Sync: no Office Calendar events.
Sync my events only: events assigned to you, from any branch.
Sync all user events in these branches: every user's events for the branches you select below the option.
Sync all user events in every branch: every user's events from every branch.
Click Save.
Key Details
The sync goes one way, from SmartMoving to Outlook. Changes made to these events in Outlook do not update SmartMoving.
Jobs sync once they are booked, through closed. Jobs from the past month onward are included when you connect.
Jobs and crew events use the same branch setting. Office Calendar events use their own setting.
Sync all user events in these branches also includes Office Calendar events that have no branch.
A multi-day job, where delivery falls after the move date, syncs as two events: a busy event for the load, from the start of the arrival window through the estimated time, and a free all-day event from the move date through the delivery date, labeled with the delivery date.
Each calendar name must be unique in your Microsoft 365 mailbox.
If your role loses the Sync calendar permission, or you move to a role without it, SmartMoving disconnects your Microsoft 365 calendars.
Changes made in SmartMoving reach Outlook automatically, about 5 minutes after the change. To send them sooner, click Sync from the calendar's ⋮ menu.
Event times use your company's time zone.
Manage Connected Calendars
The table on the Microsoft 365 tab shows each connected calendar with its Email, Calendar Name, Jobs and Crew Events, and Office Calendar Events settings.
Add another calendar: Click Add Another Microsoft 365 Calendar and sign in with the account you want to add.
Sync now: Click the ⋮ menu next to a calendar, then click Sync.
Remove one calendar: Click the ⋮ menu, click Edit, then click Delete.
Remove all calendars: Click Disconnect All Microsoft 365 Calendar and confirm. This cannot be undone.
Best Practices
Limit each calendar to the branches you work with so Outlook only shows the jobs you need.
Use Sync my events only for your own estimates, and Sync all user events in these branches for a shared office view.
Give each calendar a clear name, such as a branch name, if you connect more than one.
Troubleshooting
The calendar shows "Pending Approval."
Your organization requires a Microsoft 365 administrator to approve SmartMoving. Ask your IT admin to approve the request. Then click the ⋮ menu on the Pending Approval row and click Try Again. To withdraw the request, click Cancel Request.
I see "A calendar named ... already exists in Microsoft 365."
Another calendar in your mailbox uses that name. Enter a different Calendar Name and click Save.
Events are missing or out of date.
Click the ⋮ menu next to the calendar, click Edit, and review Last Synced At and Last Error Message. Check that the job is booked and its branch is selected, then click Sync from the ⋮ menu.
Office Calendar events don't appear in Outlook.
Click the ⋮ menu next to the calendar, click Edit, and check Office Calendar Events. Don't Sync sends none, Sync my events only sends only the events assigned to you, and Sync all user events in these branches sends only the branches you selected.