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Configuring Calendar Availability View

Release: 16.2

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Overview

iCIMS offers a one-way Calendar Availability View between the iCIMS Talent Platform and Microsoft Outlook and Google Calendar. Users with Calendar Availability View configured will be able to schedule meetings while viewing attendees’ free/busy times within the Platform. This means that users will no longer need to flip back and forth between the Platform and an external calendaring system—all appointments may be easily created and managed right inside iCIMS.
 
Calendar Availability View is supported for Microsoft Exchange 2010, Microsoft Exchange 2013, Microsoft Office 365, and Google Calendar.

Calendar Availability View Setup

In order to obtain attendees’ free/busy times, iCIMS requires access to the Platform user’s third-party calendaring system (i.e., Google Calendar, Microsoft Exchange 2010 or 2013, or Microsoft Office 365) for authentication. This simple setup, described below, can be completed by the User Admin with assistance from their IT department from the Platform’s System Configuration page (Admin > System Configuration > System > Appointments > Third-Party Calendar Integration).

An image highlighting the Calendar Integration keys in System Configuration.

Google Calendar

To enable Calendar Availability View with Google Calendar, the user admin should navigate to System Configuration (see Admin > System Configuration > System > Appointments > Third-Party Calendar Integration) and select Google Calendar from the Calendar Type dropdown. The user admin should then click Save to finalize their changes. (Individual Platform users will be presented with a Google dialog box, which will request permission to access their offline data when they create their first appointment. Clicking Accept completes the integration.)
  • Note: iCIMS will utilize OAuth2.0 Token Security via the Google Calendar API v3. iCIMS will use the freebusy query in order to access an attendee’s free/busy time.

Microsoft Office 365

To enable Calendar Availability View with Microsoft Office 365, the user admin should navigate to System Configuration (see Admin > System Configuration > System > Appointments > Third-Party Calendar Integration) and select Office 365 from the Calendar Type dropdown. The user admin should then click Save to finalize their changes. (Individual Platform users will be presented with an Office 365 dialog box, which will pop-up request permission to access their offline data when they create their first appointment. Clicking Log In completes the integration.)

Microsoft Exchange 2010 or 2013

To set up Calendar Availability View with Microsoft Exchange 2010 or 2013, the user admin will first need their internal IT resource ensure that Exchange Web Services (EWS) are enabled on the company server. (Calendar Availability View will not work if EWS are disabled.)

Once EWS has been enabled on the company server, the user admin will need the following information from their internal IT resource:

  1. The full URL path of the Exchange Server (e.g., https://www. mail.domain.com/ews/Exchange.asmx)
  2. ​The domain of the Exchange Server (i.e., e.g., CompanyNET)
    • ​​Note: If an organization uses multiple Domains, individual Platform users will need to know the domain of the Exchange Server that their account is on in order to successfully use the integration.

After obtaining the URL and domain described above, the user admin should access System Configuration (see Admin > System Configuration > System > Appointments > Third-Party Calendar Integration) and select Microsoft Exchange 2010 or Microsoft Exchange 2013 from the Calendar Type dropdown. Then, the User Admin can enter the Microsoft Exchange URL and Microsoft Exchange Domain in the appropriate fields and click Save. (Individual Platform users will be presented with a Microsoft Exchange dialog box when they create their first appointment. Logging in from this popup completes the integration.)

  • Note: If an organization utilizes multiple Microsoft Exchange Domains, the Microsoft Exchange Domain field should not be filled in by the user admin. Leaving this blank will allow individual users to enter their Domain along with their login credentials when making use of the calendar integration.

Additional Notes

  • Calendar Availability View is currently supported for only Google Calendar, Microsoft Exchange 2010, Microsoft Exchange 2013, and Microsoft Office 365.
  • In order to obtain free/busy time, iCIMS requires access to the user’s calendaring system, including their username and password. However, iCIMS will not store the username and password. This data will simply be passed to your calendaring tool for authentication.
  • iCIMS will only access the calendaring information that a user currently has permissions for, and will only display free/busy information in Platform. No meeting details will be displayed for any attendees.
  • Calendar Availability View can be enabled/disabled on a per-user group basis by selecting a user group from the User Groups dropdown at the top left of the System Configuration screen.
  • Please speak with your Account Manager or visit iCIMS Release Resources site for more information.

Frequently Asked Questions

How can I locate my Exchange URL?
Note that the steps below may not work with all versions of Outlook. Please consult your organization's internal IT team for assistance.

  1. Hold CTRL & right-click the Outlook icon in your system tray.
  2. Select the Test E-mail Auto Configuration option.
An image of the Outlook icon in the System Tray.
 
An image of the Test E-mail Auto Configuration option.
  1. Type in your Exchange email address.
  2. Check only the Use Auto Discover checkbox, and then click Test.
  3. Search your search results for the line beginning with Availability Service URL, which should include your organization's Exchange EWS URL.
I’m putting in the correct information, but I'm still unable to connect. What's going on?
Not every client environment is supported by our Calendar Availability View; make sure that your company uses Google Apps/Calendar, Microsoft Exchange 2010 or 2013, or Microsoft Office 365.

Further, sometimes firewalls or other security devices can prevent a user from logging in and utilizing the integration. Talk with your internal IT team for more information.

The iCIMS Technical Support team asked my company to take a Microsoft Connectivity Test and we failed some or all of it. What can we do now?
If you are experiencing problems setting up Calendar Availability View with Microsoft Exchange 2010 or 2013, iCIMS Technical Support may ask you to complete a Microsoft Connectivity Test at https://testconnectivity.microsoft.com.

A failed test indicates that EWS is unavailable, which iCIMS uses to authenticate and make Calendar Availability View work. Your internal IT team will have to configure your organization's EWS to make it available for the web. (Note that iCIMS Technical Support cannot fix this issue for you, because only your internal IT team can configure your EWS settings.)

Am I able to see meeting details with Calendar Integration enabled?
Meeting details from the external calendaring solution are not visible with Calendar Availability View, because iCIMS found that most clients only need free and busy information available to them in the iCIMS Talent Platform. This keeps scheduling appointments quick and easy.

How can I set up rooms with Google Apps?
See https://support.google.com/a/answer/1686462?hl=en

How can I set up rooms with Microsoft Exchange? Is there any more technical information available about Calendar Integration and Microsoft Exchange or Office 365?
See Understanding iCIMS Calendar Availability View with Microsoft Exchange (2010 & 2013) and Office 365.