As well as seamlessly integrating video conferencing and a virtual classroom experience, Sana allows users to create calendar events and see RSVPs in Google Calendar or Microsoft Outlook when scheduling these live or in-person sessions.
What are the benefits of authenticating calendar integrations?
Users who authenticate their calendar integration can send event invitations directly from their personal calendar instead of Sana when scheduling an event.
Direct invitations: Invites are sent via Microsoft Outlook or Google Calendar.
Seamless syncing: Event updates, reschedules, and cancellations automatically sync between systems.
RSVP visibility: View responses directly in your personal calendar or track attendance inside Sana.
How the integration works
Scheduling and direct invites: Admins enable calendar-based invites in Settings > General and choose whether invites send from Sana or Outlook/Google. The scheduler connects their calendar on the first use, and future invites send directly from their account.
RSVPs sync back to Sana: Guest responses flow back into Sana automatically, giving hosts an accurate attendance view in both places.
Updates and reschedules: Sana remains the source of truth. Any edits or reschedules made in Sana immediately sync to Outlook/Google calendar.
Deletions: Deleting a session in Sana removes the event from Outlook/Google calendar. Note: Deleting an event directly inside your calendar will not delete the session in Sana.
How to set up calendar integrations
Using the calendar integration requires two steps:
Enabling the calendar integration for the organization (e.g. letting users use a specific integration)
Enabling the calendar integration as a specific user (e.g. a user authenticates with a service and lets Sana send out invites through their calendar)
Enabling the calendar integration for the organization
To be able to enable a calendar integration for the organization, you have to be a Sana Admin in the platform.
Go to Settings > General.
Scroll down to Go to Calendar tools.
Select the preferred tool for Calendar invites: Microsoft Outlook or Google Calendar.
Click Save changes.
Enabling the calendar integration as a specific user
After enabling the calendar integration for the organization, users will be able to authenticate with a service to let Sana send out invites through their calendar.
Go to your profile Settings in the top-left corner.
Select Live meeting tools.
Click Connect next to the calendar tool you want to integrate.
đĄ If the meeting service for an integration (Microsoft Teams or Google Meet) is enabled, you can only disable both services at once. This is an expected behavior.
Enabling the calendar integration as a specific user can happen in the scheduling modal as well, by clicking Allow.
Practical guides when scheduling
For programs, the users will automatically be enrolled to the event or session based on the program settings. If Auto assign session option is selected, the event will automatically appear in your calendar.
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FAQ
What happens when I delete a session synced with Google or Outlook Calendar? Deleting a session in Sana automatically removes the event from your Google or Outlook calendar.
Note: This is a one-way sync. Deleting the event directly from your calendar will not delete it in Sana. Always delete or cancel sessions through Sana to ensure both platforms stay in sync.
Will any edit to the event/session be reflected in the calendar?
Yes, when editing and saving an event, the new data and participant list will be synced to the calendar. However, it will not be possible to change the integration settings when editing an event or a session.