You can view your Recordbase appointments within your standard calendar application. The Calendar application must be iCalendar compatible, such as Microsoft Outlook version 2007 and upwards.
The iCalendar export includes activities 30 days before the time of linking and forward indefinitely. You will only see activities that you are listed as a facilitator.
You do not need to be logged into Recordbase for these activities to be updated from Recordbase, and you can edit/delete the Outlook calendar without affecting the data in Recordbase.
TIP: If you want to improve the readability of the Activities, your team may wish to adopt using the client’s name in the Activity Subject heading in Recordbase e.g. 'Bob Smith’s Assessment interview', instead of just 'Assessment interview'.
Linking to iCalendar
- Click Settings from the left-hand side menu from the Recordbase main dashboard
- Click Calendar Sharing
- Click Link to Outlook.
The calendar will appear as an additional calendar in Outlook. If it does not appear, close Outlook and restart it.
The calendar can be shared with others by sending them a copy of the URL. If you share your calendar with others and you want to remove their access later, you can reset the link by clicking the Reset iCalendar button.
Note: that resetting an iCalendar will remove access for all users, including your access. You will need to delete your linked iCalendar from Outlook and then add it again using the Link to Outlook button in Recordbase.
Classic Outlook v New Outlook
Calendars behave differently depending on the version of Outlook you are using.
Note: Classic Outlook has a File menu, New Outlook does not.
For users of “Classic Outlook”
The iCalendar in Classic Outlook will automatically update every 30 minutes with the latest Activity information. This includes new activities and modifications to Activities. The 30-minute cycle is based on the initial time iCalendar was set up.
You need to disable the “Shared Calendar Improvements” option. This is available under Account Settings, available via the File menu.
• Click Account Settings from the File menu
• Highlight your account
• Click Change
• Click More Settings
• Click Advanced
For users of “New Outlook”
If you are using New Outlook, when your Recordbase calendar is changed, Outlook.com updates your shared calendar. However, this update can take more than 24 hours, although updates should happen approximately every 3 hours.
Note: This is driven by settings from Office 365 and we cannot change it.