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 the calendar integrations function can create calendar events that will be sent from their calendar instead of Sana when scheduling a Sana Live session or in-person event. |
You can see who RSVPs to a live or in-person session directly in your calendar. |
Invitations to Sana events is sent out directly via Microsoft Outlook and/or Google Calendar, and will be automatically synced if there are any changes or deleted events. |
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)
💡 This feature only syncs one way. Deleting events in the calendar will not delete live sessions or in-person events from Sana. However, deleted sessions in Sana will reflect in the 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 Manage > Settings > General
Go to the section 'Calendar tools'
For Microsoft:
Select "Microsoft Outlook"
Authenticate and allow
For Google:
Select "Google Calendar"
Authenticate and allow
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 the organization dropdown at the top left corner of the homepage
Click on user Settings > Live Meeting tools
Toggle on the respective calendar tool you want to integrate
💡 If the meeting service for an integration (Microsoft Teams or Google Meet) is enabled, you can only disable both services at once. This is 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" option is selected, they will automatically appear in your calendar.
FAQ
What happens if I delete a session or in-person event in Sana and have synced with either Google or Microsoft?
When deleting a session, the synced event will be removed as well.
Again, note that this is not a 2-way-sync integration. Therefore, deleting calendar events only will not delete live sessions or in-person events from Sana. If you want to delete a session you should do it through Sana.
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.