# Calendar Synchronization App

The Welkin Calendar Synchronization App provides two-way calendar sync between Welkin and external calendar systems (Google Calendar, Microsoft Outlook/Exchange). Unlike the basic Google Calendar integration, the Calendar Sync App is designed for organizations that need bidirectional sync and support for multiple calendar platforms.

## How it differs from the Google Calendar integration

| Feature              | Google Calendar Integration | Calendar Sync App                   |
| -------------------- | --------------------------- | ----------------------------------- |
| Direction            | One-way (Welkin → Google)   | Two-way (Welkin ↔ Calendar)         |
| Platforms            | Google Calendar only        | Google Calendar + Outlook/Exchange  |
| Setup                | Per-user, self-service      | Organization-wide, admin-configured |
| Availability changes | Not synced                  | Synced to Welkin scheduling         |

Use the Calendar Sync App if your organization uses Microsoft Outlook, wants availability updates to flow back into Welkin scheduling, or needs a centrally managed sync configuration.

## Setting up the Calendar Sync App

### Prerequisites

* Welkin Calendar Sync App enabled for your environment (contact your CSM)
* Admin access to Welkin
* For Google: Google Workspace Admin access (for service account setup)
* For Outlook/Exchange: Exchange admin access or Microsoft 365 Admin credentials

### Configure for Google Calendar (organization-wide)

1. Log in to the Welkin Admin portal
2. Navigate to **Integrations → Calendar Sync App**
3. Select **Google Calendar** as the platform
4. Follow the service account setup steps (Welkin provides a configuration guide specific to your environment)
5. Enter the Google service account JSON credentials
6. Select which user calendar data to sync
7. Save and test

### Configure for Microsoft Outlook / Exchange

1. Navigate to **Integrations → Calendar Sync App**
2. Select **Microsoft 365 / Exchange**
3. Enter your Microsoft tenant ID and client credentials (created in Azure Active Directory)
4. Grant the required Microsoft Graph API permissions:
   * `Calendars.ReadWrite`
   * `User.Read.All`
5. Save and test the connection

## Configuring sync behavior

After connecting the calendar platform:

1. Under **Sync Settings**, configure:
   * **Sync direction** – Welkin → Calendar only, Calendar → Welkin only, or bidirectional
   * **Which encounter types to sync** – filter to avoid syncing internal administrative encounters
   * **Block time sync** – whether non-Welkin calendar blocks (e.g., personal appointments) are reflected as unavailable in Welkin scheduling
   * **Event details** – control what PHI appears in calendar event titles and descriptions
2. Under **User Mapping**, match each Welkin user to their corresponding calendar account email
3. Save all settings

## Testing the sync

1. Create a test encounter in Welkin for a mapped user
2. Verify the encounter appears in the user's external calendar within a few minutes
3. If bidirectional sync is enabled, create a block in the external calendar and verify it shows as unavailable in Welkin's scheduling view
4. Cancel the Welkin encounter and verify it is removed from the external calendar

## Monitoring sync status

The Calendar Sync App dashboard in the Admin portal shows:

* Last successful sync time for each connected user
* Sync errors or conflicts that need attention
* Total events synced in the last 24 hours

If a user's sync is failing, check their calendar account mapping and verify they have not revoked Welkin's calendar access.

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