Connect a calendar

The calendar connector lets Portail ZAPP write appointments directly into your users' Microsoft 365 (Outlook) or Google Calendar calendars. Only one provider is active at a time. The screen is reserved for administrators; the Calendar connectors entry is in the Administration › Connectors and automation menu.

Without a connector, nothing changes: invitations attached to emails (.ics file) keep working with every calendar. The connector goes further: the event is created in the calendar, without the person having to accept it, and it is updated or deleted when the schedule changes.

What it does

When scheduling a process step or a ticket, the Create the event in the assignee's calendar box appears:

• the event is created in the named assignee's calendar or, if the step or ticket is addressed to a group, in the calendar of the person scheduling it;
• its title shows the number and name of the step or ticket, with a link to open it; a reminder is set 30 minutes before;
• Reschedule updates it; Cancel the schedule deletes it. An event deleted by hand in the calendar is recreated at the next reschedule.

A calendar failure never blocks the schedule: it is saved, and a message says why the calendar refused.

Two other uses rely on the connector:

• the Calendar event process element, in the process designer (Integration family): it writes an appointment into the calendar of the requester, of a user, or of a shared or resource calendar, with a title and dates taken from the request, an optional recurrence and attendees (see Configure the elements of a process);
• the resource calendar of a shared asset (room, vehicle): each booking of the asset blocks the slot in that calendar, and a slot already taken in the calendar refuses the booking (see Reserve an asset). To read this availability, Microsoft 365 needs no permission other than Calendars.ReadWrite.

Microsoft 365 (Outlook)

In Microsoft Entra ID, an administrator:

1. registers an application and notes the Tenant ID and the Application (client) ID;
2. creates a client secret for it;
3. grants it the Microsoft Graph Calendars.ReadWrite permission of type Application, with admin consent;
4. restricts this permission to the relevant mailboxes with an Exchange application access policy (New-ApplicationAccessPolicy). Without it, the application could write to every calendar in the organization.

In Portail ZAPP, store the client secret in the secrets vault, then on the Calendar connectors screen choose Microsoft 365 (Outlook), enter both IDs, choose the secret and click Save.

Google Calendar

In Google Workspace, an administrator:

1. creates a service account in the Google Cloud console and downloads its JSON key;
2. enables the project's Google Calendar API;
3. grants it domain-wide delegation in the Google Workspace admin console, with the scope https://www.googleapis.com/auth/calendar.

In Portail ZAPP, store the complete content of the JSON file in a secret of the secrets vault, then choose Google Calendar, choose that secret and click Save. Portail ZAPP acts on behalf of each user of the domain to write to their primary calendar.

Test the connection

Once the settings are saved, enter a Mailbox to read (a user's address) and click Test the connection. Portail ZAPP obtains a token, then reads that mailbox's calendar. For Google, the mailbox is required: delegation is checked on behalf of a user.

When it fails

Every call is recorded in the audit log (type Calendar): operation, calendar, result. No secret or token appears in it.