v5.6.1 of the Booking & Appointment Plugin for WooCommerce allows integration with Outlook Calendar.
Please note that the Outlook Calendar integration is available as an addon and only customers haveing an Enterprise License can take advantage of this integration.
Starter and Business Plan customers can continue to use the Google Calendar Sync & Zoom Integration.
A. ADMIN SETTINGS
1. Activating your Outlook Calendar License
Go to Booking > Activate Outlook Calendar License.
Enter your License Key in the ‘License Key’ field. click on the ‘Active License’ button.
Click the ‘Save Changes’ button.
After activating your license, you may deactivate it by clicking the ‘Deactivate License’ button.
2. Outlook Calendar Settings
a) General Settings
Under General Settings, you can personalize the information on how the bookings will appear on your Outlook Calendar.
Go to Booking & Appointment > Integrations > Outlook Calendar Sync > General Settings. Here’s how it will appear:
You can set different settings such as Event location, Event Summary (name), and Event Description.
Event Location: In this field, you can add the location that you wish to see on your Calendar. You can even replace the CITY placeholder with ADDRESS. Both the placeholders will be replaced by actual values.
Event Summary (name): Here, by default, you will find the placeholders SITE_NAME, ORDER_NUMBER added. You can replace it with other placeholders such as PRODUCT_WITH_QTY, RESOURCE, ORDER_DATE_TIME, etc.
Event Description: In this field, by default, you will find the placeholder PRODUCT_WITH_QTY, Name: CLIENT, Contact: EMAIL, PHONE added. Just like Event Summary, you can replace these placeholders with other such placeholders as ORDER_NUMBER, PRICE, ZOOM_MEETING.
b) Outlook Calendar Sync Settings
When you scroll down, you will find the ‘Outlook Calendar Sync Settings’.
Here, under ‘Integration Mode’ choose the option ‘OAuth Sync’.
By default, this setting will have the option ‘Disabled’ selected.
To configure the OAuth Sync, press the ‘Click here’ link under Instructions.
Below it, you will find the fields for Client ID and Client Secret.
To get the o to the Azure portal and sign in to either your work, school, or a personal Microsoft account.
Once done, you can go to the Panel located on the left-hand side of the page and find the ‘Microsoft Entra ID’ option.
This is because Azure Active Directory is now Microsoft Entra ID:
Scroll down and find the ‘Add application registration’ option.
You will now have to register your application.
Fill in the ‘Name’ field. For example, let’s say that you filled in the Display name as ‘Booking Outlook integration.’
Under ‘Supported account types’, choose the option ‘Accounts in any organizational directory (Any Microsoft Entra ID- Multitenant) and personal Microsoft accounts (e.g. Skype, Xbox).
Click the Register button to proceed. You will then be taken to the Overview page where your application will be assigned an Application ID a.k.a Client ID.
Copy the Application (client) ID:
Proceed to your website.
Go to Booking & Appointment > Integrations > Outlook > Outlook Calendar Sync Settings > Client ID and paste it there:
Next, return to the Microsoft Azure site. Go to the Authentication tab > Add a platform.
Choose the ‘Web’ option.
You will have to enter the Redirect URI here. Find it located in the Settings tab of your Booking & Appointment Plugin.
Go to your site. Go to Booking & Appointment > Integrations > Outlook > Outlook Calendar Sync Settings > Redict URl:
Copy and paste your unique Redirect URI in the ‘e.g’ field and click the ‘Configure’ button.
After finding your Application (Client) ID, next, you will need your Client Secret.
For this, go to ‘Certificates & secrets’ and click on the ‘New client secret’ option.
You can give a Description of your Client Secret if you’d like.
Under ‘Expires’ choose the option ‘730 days’ or custom days according to your requirements. Click the ‘Add’ button.
The Client Secret will be located under the ‘Value’ option between ‘Expires’ and ‘ID’.
Make sure to copy the Value because this will become your Client Secret.
After copying it, you can paste it into the Client Secret field.
It is located on your WordPress site under Booking & Appointment > Integrations > Outlook Calendar Sync > Outlook Calendar Sync Settings > Client Secret.
The next thing that you will need to do is go back to the left-hand side panel and find the ‘API permissions’ option as shown below:
Click on it and under ‘Request API permissions’ choose ‘Microsoft Graph’.
Proceed forward by selecting ‘Delegated permissions’ under ‘Microsoft Graph.’
Next, search for the ‘Calendars.ReadWrite’ in the search panel, select it once found, and then click ‘Add permissions’.
It will added in this manner:
Now, go back to your WordPress site and enter your Client ID and Client Secret in the respective vacant fields.
Save these settings first by clicking on ‘Save Settings’ and then choose the ‘Connect to Outlook’ button.
It will redirect you to your Microsoft email address page:
Accept the access rule.
Once you connect your Outlook Calendar, you can select the exact Calendar you wish to Sync with your Bookings!
For example, in the dropdown, you will see the calendars you’ve set up/created in your Outlook Calendar.
Choose your preferred calendar and click on ‘Save settings.’
FRONTEND VIEW
Let’s say a customer has booked Guitar lessons for beginners on your site for 12th April 2021. Here’s how the Order Received Page of it will appear:
Now, if you wish to view this order on your Outlook Calendar, simply login to your Outlook account, and on the left-hand side panel, find the Calendar icon.
Click on it to open your Outlook Calendar where your bookings will appear.
Please note that to have a uniform view of the Order Time on your Outlook Calendar, you must keep your Website Timezone and Calendar Timezone the same.
You can change your Website Timezone by going to WordPress Dashboard > Settings > General > Timezone.
To change your Outlook Calendar Timezone, go to Settings > All Outlook settings > General > Current Timezone.
Here’s how the ‘Guitar lessons for beginners’ booking order will show when you click on ‘Month View’, ‘Week View’ & ‘Day View’ respectively:
MONTH VIEW
WEEK VIEW
DAY VIEW
In conclusion, this integration will help you keep track of your bookings directly on your Outlook Calendar.