WEBVTT 00:00:00.000 --> 00:00:10.220 Hello and welcome to this video tutorial. I'm Irina and in this video I' will show 00:00:10.220 --> 00:00:14.619 you how to integrate your Zenda account with your Outlook calendar. 00:00:15.319 --> 00:00:20.059 This integration is an amazing tool if you want also to see the events 00:00:20.059 --> 00:00:25.139 that have been created in your Zenda account being automatically populated to 00:00:25.139 --> 00:00:31.100 your Outlook calendar. This integration is seamless and the new events and changes 00:00:31.100 --> 00:00:36.360 to your Zenda appointments will show in your Outlook calendar within the next 10 00:00:35.959 --> 00:00:41.419 minutes. You will also be able to connect multiple Zenda accounts to 00:00:41.419 --> 00:00:46.279 the same Outlook calendar if this is necessary and if for example a 00:00:46.279 --> 00:00:51.279 team member should be monitoring all the appointments that are created in Zenda in 00:00:51.279 --> 00:00:56.139 one Outlook calendar or if this Outlook calendar is shared between other team 00:00:56.139 --> 00:01:02.200 members in your account So let me show you how this integration can be set up 00:01:02.200 --> 00:01:06.980 Each calendar in Zenda can be integrated with one or 00:01:14.419 --> 00:01:19.059 each calendar in Zenda can be synced to an Outlook calendar Let me 00:01:19.059 --> 00:01:25.400 show you how this is done The best way is when you are logged in as a practitioner you 00:01:25.400 --> 00:01:31.160 need to access your calendar settings This is done through this menu here at the top 00:01:31.760 --> 00:01:37.000 top right So click on the business name of your account and your user 00:01:37.000 --> 00:01:45.080 profile user menu will open and here you need to select practitioner profile You 00:01:45.080 --> 00:01:49.160 will be taken over to your practitioner profile settings and here on the 00:01:49.160 --> 00:01:55.360 practitioner menu let us select calendar sync and then select Outlook calendar All 00:01:55.360 --> 00:02:00.180 you need to do is just to click this connect to Outlook button and 00:02:00.180 --> 00:02:05.199 if this is the first time you are connecting the system may ask you to authorize 00:02:05.739 --> 00:02:09.160 authenticate and enter your Outlook login details 00:02:15.619 --> 00:02:20.160 And that's it Once the authentication is processed you will see that 00:02:20.160 --> 00:02:24.020 your Zenda calendar is synced with your Outlook calendar If 00:02:24.020 --> 00:02:28.160 you don't have access to your practitioner menu through the user menu here 00:02:28.160 --> 00:02:34.979 at the top there are two other options you can go about So if you as a user have access 00:02:34.979 --> 00:02:40.360 to the settings menu you can access your practitioners profile through this 00:02:40.360 --> 00:02:45.380 team category and clicking on practitioner and then selecting your 00:02:45.380 --> 00:02:52.259 practitioner profile If you are a practice manager and you don't want to allow your 00:02:52.259 --> 00:02:55.240 practitioners to have access to the whole settings menu there 00:02:55.240 --> 00:03:01.080 is another way that you can allow the practitioners to access their practitioner settings In 00:03:01.080 --> 00:03:07.419 that case what you need to do is to go back to the settings menu In 00:03:07.419 --> 00:03:14.119 the team category let's select users and in this smaller menu let's select user settings 00:03:14.119 --> 00:03:19.800 and what you need to do is enable this top switch allow users to 00:03:19.800 --> 00:03:26.220 access their default practitioner profile Just this switch at the top will be enough 00:03:26.220 --> 00:03:31.020 for the practitioner to access their practitioner profile settings and connect to 00:03:31.020 --> 00:03:38.080 their Outlook calendar We have split this permission into two more more 00:03:38.080 --> 00:03:43.259 granular options You can also allow users to edit their availability for their practitioner 00:03:43.259 --> 00:03:48.039 profile and also edit the available services for the 00:03:48.039 --> 00:03:53.199 online bookings for their default practitioner profile So it's up to you but just 00:03:53.199 --> 00:03:59.199 this top switch at the top will be quite enough for your practitioners to work on linking their 00:03:59.199 --> 00:04:03.059 calendar in Zender to the Outlook calendar Wonderful so 00:04:03.059 --> 00:04:08.119 now we are back in the practitioner settings and we have established the connection 00:04:08.119 --> 00:04:15.399 between their Zender calendar and Outlook calendar Just a few tips and useful information for 00:04:15.399 --> 00:04:20.700 you So when the initial synchronization is happening Zender 00:04:20.700 --> 00:04:25.839 will send your appointments that were created in the prior seven days 00:04:26.100 --> 00:04:30.540 So appointments with the appointment date within the prior seven days period and 00:04:30.540 --> 00:04:35.160 all the future dated appointments to the Outlook calendar that has been 00:04:35.160 --> 00:04:40.100 connected to this practitioners calendar This initial process may take 00:04:40.100 --> 00:04:44.019 up to 20 minutes depending on the number of appointments that need to 00:04:44.019 --> 00:04:50.440 be synchronized So please give the system some time to process through this update and 00:04:50.440 --> 00:04:55.260 once the initial connection has been processed all the new appointments or 00:04:55.260 --> 00:05:01.260 updates to the existing appointments with the future date will be synchronized with 00:05:01.260 --> 00:05:07.359 the Outlook calendar within 10 minutes of when this activity happened in 00:05:07.359 --> 00:05:15.100 Zender And while we're here let me remind you that multiple Zender practitioner 00:05:15.100 --> 00:05:20.000 calendars can be synchronized with the same Outlook calendar So 00:05:20.000 --> 00:05:24.119 the only thing to do is to just use the same login credentials when 00:05:24.119 --> 00:05:29.200 the connection is happening And also each practitioner calendar in Zender can be 00:05:29.200 --> 00:05:34.000 linked to a separate Outlook calendar depending on what the requirement 00:05:34.000 --> 00:05:37.600 for your business process is Any 00:05:37.600 --> 00:05:44.160 time that you decide to stop this integration to stop sending your appointments and 00:05:44.160 --> 00:05:50.680 appointment changes from Zender to Outlook you just need to go to the practitioner settings 00:05:52.220 --> 00:05:55.420 Outlook calendar settings and you have two options The 00:05:55.420 --> 00:05:58.080 first option is to delete calendar in 00:05:58.080 --> 00:06:04.260 Outlook So if you click this button please read carefully this note that informs you what will 00:06:04.260 --> 00:06:11.320 happen And basically this will permanently delete calendar from the linked Outlook account and 00:06:11.320 --> 00:06:14.100 this will not affect any appointments in 00:06:14.100 --> 00:06:20.220 Zender So all your Zender information and data will stay the same but it will be removing 00:06:20.220 --> 00:06:24.400 the calendar and all the appointments from the Outlook account 00:06:24.740 --> 00:06:27.300 So that's one option Another 00:06:27.300 --> 00:06:30.340 option is to revoke calendar credentials 00:06:31.100 --> 00:06:42.080 In this case this will revoke the connection but all the information that has already 00:06:42.080 --> 00:06:46.720 been transferred to the Outlook calendar will stay there 00:06:47.460 --> 00:06:48.440 It won't be 00:06:48.440 --> 00:06:53.020 deleted So all the information in Zender will stay the same and all the information that 00:06:53.020 --> 00:06:55.800 has been already sent to Outlook will stay the same 00:06:56.000 --> 00:07:01.540 But once you've processed the revoking the calendar credentials the sync will stop and 00:07:01.540 --> 00:07:06.600 any new changes made in Zender after that won't be sent to the Outlook calendar 00:07:08.220 --> 00:07:14.340 And any time that you have disconnected or deleted the Outlook calendar you 00:07:14.340 --> 00:07:16.900 will be able to reconnect another time 00:07:17.620 --> 00:07:22.280 And now we are looking at the Outlook calendar and so that we can see what is 00:07:22.280 --> 00:07:24.560 actually has been synced from a Zender account 00:07:25.170 --> 00:07:30.340 So first of all here on the left hand side make sure that you have selected the calendar 00:07:30.340 --> 00:07:32.240 that was created by 00:07:32.240 --> 00:07:36.120 Zender It will have the practitioner name and the word Zender to show what 00:07:36.120 --> 00:07:37.200 kind of calendar this 00:07:37.200 --> 00:07:42.100 is And if you have it selected like I have here you will see this practitioner's appointment 00:07:42.360 --> 00:07:43.380 on the 00:07:43.380 --> 00:07:49.140 calendar So if this is your Zender account and you are in your Outlook calendar you 00:07:49.140 --> 00:07:50.720 will see your appointments here 00:07:51.320 --> 00:07:56.920 Let me also show you what they look like and what information you will see on these appointments 00:07:57.240 --> 00:08:03.020 So the first one here at the top is the client individual appointment and what you will see 00:08:03.360 --> 00:08:07.080 you will see their first and last name and the status of 00:08:07.080 --> 00:08:10.320 the appointment So PND for example is pending 00:08:10.320 --> 00:08:15.100 You will also see the date and the start and end time of the appointment and you 00:08:15.100 --> 00:08:20.100 will be able to make an edit to this entry but you will only be making an edit to your 00:08:20.100 --> 00:08:22.840 Outlook calendar Please be mindful about that 00:08:23.060 --> 00:08:28.400 And you will also be able to delete this event here in your Outlook calendar This 00:08:28.400 --> 00:08:31.700 will not affect your Zender records 00:08:32.140 --> 00:08:35.200 Please be mindful that the sync works only one way 00:08:35.240 --> 00:08:40.140 So whatever changes you made in Zender will appear here in your Outlook calendar 00:08:40.240 --> 00:08:46.260 But if you are making any changes to the events that have been synced from Zender those 00:08:46.260 --> 00:08:48.380 changes won't be synced back 00:08:49.200 --> 00:08:54.200 The next type of the appointments that have been synchronized for example this one is 00:08:54.320 --> 00:08:57.160 a personal appointment 00:08:57.680 --> 00:09:02.200 So whenever you create a personal appointment for your own events team meetings lunch 00:09:02.200 --> 00:09:07.960 breaks and so on they will also be transferred to the Outlook calendar that is synced 00:09:08.480 --> 00:09:14.120 And you will see the title of the personal appointment and basically what type of 00:09:14.120 --> 00:09:15.500 appointment this is and 00:09:15.500 --> 00:09:18.040 also the date and start and end time 00:09:19.600 --> 00:09:25.360 And another option that you will see here for example these multiple entries 00:09:25.360 --> 00:09:29.120 in the same time block is one group appointment 00:09:29.480 --> 00:09:35.220 So here you will see that this is the name of the group appointment that you have created 00:09:35.240 --> 00:09:37.380 This is the type of the appointment group 00:09:37.380 --> 00:09:42.440 It also shows the start time of the appointment the date of the appointment 00:09:43.420 --> 00:09:52.400 And also each participant of the group appointment will be shown as a separate entry in the 00:09:52.400 --> 00:09:52.940 Outlook calendar 00:09:54.020 --> 00:09:59.279 And again you will see the full name of the participant and the status of their 00:09:59.279 --> 00:10:04.480 appointment So for example here you can see that one client has the pending status 00:10:05.020 --> 00:10:10.020 another one has confirmed and this one has rescheduled 00:10:10.020 --> 00:10:17.120 So this way you will see the changes to the participant's information and you will have 00:10:17.120 --> 00:10:20.720 one entry to show you that this is the group appointment 00:10:21.660 --> 00:10:22.040 So 00:10:22.040 --> 00:10:23.320 that's it Very simple 00:10:23.980 --> 00:10:32.000 Also if you decided to sync multiple Zender calendars to the same Outlook 00:10:32.000 --> 00:10:41.140 calendar so this is the team calendar you can also enable and show other practitioner calendars Let me move that 00:10:41.140 --> 00:10:49.059 up So you can also select and sync the other practitioner calendars here in Outlook 00:10:49.059 --> 00:10:59.600 and now you will see appointments synchronized for two different practitioners from a Zender account That's 00:10:59.600 --> 00:11:00.000 all for 00:11:00.000 --> 00:11:05.800 today I hope you found this information helpful and you will enjoy using this integration 00:11:06.440 --> 00:11:08.300 I will see you another time