Introduction
Keep your calendar appointments automatically in sync. The power of integrating Tribe CRM and Microsoft Exchange is that it works as one programme. So you always have an up-to-date overview of your appointments in both systems. The link works both ways. If you add a new appointment in Tribe CRM, it is automatically recorded in your Outlook calendar incl. all important details of the appointment. When you schedule an appointment in Outlook, it is automatically shown in Tribe. In Outlook, you can also link the appointment directly to your contact.
- How do I link my calendar?
- Which URL should I enter at Exchange URL?
- How do I create a new calendar appointment?
- How do I modify an appointment?
- Explanation for the system administrator
1 How do I link my calendar?
Go to the Marketplace(1), at the top right of the menu bar in Tribe CRM. Click the email and calendar tab(2) and then the Microsoft Exchange logo. (3).
Tribe CRM – Microsoft Exchange pairing
Now enter your username, password and Exchange URL once to establish the link. Don’t forget to click the ‘Activate’ button.
2 Which URL should I enter at Exchange URL?
Which URL to use depends on the settings your system administrator has made in Microsoft Exchange. In most cases, Tribe CRM can retrieve and enter the URL directly. All you have to do is enter the correct username and password. When you then click your Tab key or the refresh icon behind the URL field, the correct URL will be displayed automatically. If the URL cannot be retrieved automatically, you will be notified. In this case, contact your system administrator.
3 How do I create a new calendar appointment?
You can schedule an appointment either in your Outlook calendar or in Tribe CRM calendar. It does not matter in which of the two programmes you make an appointment. Tribe CRM synchronises the calendars with each other. Realtime!
From Tribe CRM calendar
In your CRM, you want as complete an overview as possible of all contact moments with your customer, including all your appointments. The calendar widget on your dashboard gives you this overview and allows you to schedule an appointment directly. Select the right day and time and choose appointment. Enter the correct relation and other details. This appointment is automatically added to your Outlook calendar.
Important to know! Appointments in Tribe CRM are always automatically synchronised to the Outlook calendar. Tasks in Tribe CRM are not synchronised by default. This only happens when you activate the Include in Calendar slider in a task.
From your Outlook calendar
As mentioned earlier, the calendar widget in Tribe CRM gives you insight into all appointments. This includes the appointments you have scheduled in Outlook. By default, all Outlook appointments are immediately synchronised to your Tribe CRM calendar with the correct date and time. This way, you can also see in Tribe whether you are available on a certain day and time and avoid double appointments.
Some appointments in Outlook will be related to relationships in the CRM. When scheduling in Outlook, you can therefore link the appointment directly to the correct relation, ensuring you have all contact moments in Tribe. Linking a relation to an Outlook appointment can be done in two ways:
Automatically via an invitation in Outlook
Schedule a new appointment (or open an existing one) in Outlook and click the Invite participants button. Enter the relation’s e-mail address and other details and click the Tribe CRM icon. In the Sidebar, click the Capture appointment in Tribe CRM button. Based on the e-mail address, the correct relation is looked up in Tribe CRM. Enter the remaining details and save the appointment.
Manually in Outlook
Schedule a new appointment (or open an existing one) in Outlook . Enter the appropriate details and click on the Tribe CRM icon. In the Sidebar, click the Capture appointment in Tribe CRM button. Search for the correct relationship or create it if the relationship is not yet in Tribe. Enter the remaining details and save the appointment.
4 How do I modify an appointment?
Of course, sometimes an appointment is rescheduled or the time slot has to be adjusted. In which calendar do you adjust this? It does not matter in which calendar you change an appointment. An update in the Tribe calendar is synchronised with the Outlook calendar and vice versa. You can modify an appointment by simply changing the date and/or time in the appointment. However, you can also drag and drop to reschedule, extend or shorten the appointment.
5 Notes for the system administrator
Autodiscover is used to automatically fill in the URL. If this is not set up in Exchange or is not set up correctly, the user will have to type in the URL manually. In connection with errors in the URL, we advise setting up Autodiscover at all times so that the user can always establish the link himself without help from the system administrator.
When there is no error message but the link still does not seem to work, Exchange probably uses MFA (Multi Factor Authentication). In this case, the link cannot be established directly and a so-called App Password must first be created with the user. This password can be entered into Tribe to pair. Setting the app password is further explained on Microsoft’s site.
If you use Office 365, we recommend using the Office 365 link.