CrewBrain offers automatic synchronization with Microsoft Office 365. All requests and bookings for jobs, as well as optionally time-off, are sent to the personal Outlook calendar via the interface. Conversely, appointments from the personal Outlook calendar can be displayed in CrewBrain as an external calendar.
Before synchronization can be used, the necessary app registration must be configured by an administrator in Microsoft Entra. This is done similarly to the configuration of logins with Microsoft Azure but requires additional URLs that may need to be added. Please use the instructions for Single Sign-On with Microsoft Azure for setup. Make sure that the additional URL for Office 365 Sync is stored as described there.
Each user must then link their account with Office 365 independently. This process can be started under My Account > Office 365. During linking, permissions to read and write the Outlook calendar are requested. Once the link is successful, the primary Outlook calendar can be selected.
CrewBrain transfers data to Office 365 and also retrieves appointments from Office 365.
By default, CrewBrain automatically sends all requests and bookings to Office 365 and creates corresponding appointments in the calendar. Requested appointments are marked as “tentative” and booked appointments as “busy”. Optionally, it is possible to also send all time-off from CrewBrain as all-day appointments to Outlook. These are also displayed as “tentative” or, if approved, as “absent”.
The desired visibility can be configured individually under My Account > O365 for jobs and vacations.
New jobs and time-off are transferred in near real-time. A delay of a few minutes may occur. Existing appointments are automatically transferred as soon as the link with Office 365 has been established. This initial transfer can take several hours.
Optionally, it is possible to display all appointments from Outlook in CrewBrain as an external calendar. These can then be used both by the user themselves and shared with other users. In this way, schedulers can, for example, query the availability of an employee based on their Outlook appointments.
New appointments are imported from Outlook every 2-3 hours. Real-time processing immediately after entry in Outlook is planned.