Synchronize your classroom slots with Microsoft Outlook

This feature is activated on-demand only for now. Contact your Client Success Partner (CSP) if you’re interested.

Synchronize classroom slots from 360Learning to Microsoft Outlook calendar. This integration allows you to:

• Send your classroom slots directly into Microsoft Outlook.
• Make changes to classroom slots in 360Learning that will automatically reflect in your Outlook calendar.
• View classroom slot RSVP responses in your Outlook calendar.

Integration overview

On first sync, any existing classroom will be added from 360Learning to Outlook. When a classroom slot is updated in 360Learning, we update the slot in Outlook with the new details. Updated details can be anything in 360Learning (i.e., date, time, description, URL/Location, etc.).

• When a learner is added to a classroom slot in 360Learning, they are added to the event in Microsoft Outlook calendar and it will appear in their personal Outlook calendar.
• When a learner updates their RSVP status in 360Learning, it is updated in Outlook.
• When a learner updates their RSVP status in Outlook, it is updated in 360Learning.

For the integration to work, users must use the same professional email address in 360Learning and Microsoft Teams, and be logged in with that email to both platforms. Email aliases (ada.lovelace@computer.org and ada.lovelace#genius@computer.org) are considered different email addresses.

Activate the integration in 360Learning

A 360Learning employee must enable the integration first in the Integrations Back-Office.

1. Contact your 360Learning Client Success Partner (CSP) or Solution Architect (SA), to ask them to enable the application for your platform.
2. Once you’ve received confirmation that the integration is enabled on your 360Learning platform, click on the platform group in the left sidebar.
3. At the top right of the main section, click Settings.
4. In the left sidebar, click Integrations.
5. Click the tile Microsoft Outlook.
6. Click Sign with with Microsoft.

You will then receive a prompt to authenticate using your Microsoft account.

Once authenticated, 360Learning displays the calendars that you can select from. Select the Outlook calendar you would like to use, then click Save. 

The "Organizer" for events created in Outlook will be the user that configured the Outlook integration.

First sync

Once a calendar is selected, we sync classroom slots using the following rules.

• We will sync all the classroom slots until the classroom slot with the furthest end date.

We only sync classroom slots within a 5 year window. This is a limitation of the Microsoft API. If you have classroom slots planned many years into the future, the sync will fail.

Integration details

Creating/Updating/Deleting classroom slots in 360Learning

The integration will update your Outlook calendar any time you:

Create a new classroom slot in 360Learning

• We will create a new event in Outlook.

Update a classroom slot in 360Learning with new details

• .We will update the details in Outlook
  • When you update the start date or end date of a classroom slot, we remove the RSVP status of those learners who had previously responded.

Delete a classroom slot in 360Learning

• We will delete the event in Outlook.
  • All learners will have the event removed from their calendar.

Please keep in mind, this integration does not support 2-way sync. Event updates made it Outlook will not be captured in 360Learning. The events will be reverted back to how they are configured in 360Learning.

Adding/Removing users to classroom slots in 360Learning

Updating RSVP responses

When a learner updates their RSVP status in 360Learning, it is updated in Outlook.

When a learner updates their RSVP status in Outlook, it is updated in 360Learning (this is the only exception to the 2-way sync rule).

RSVP responses will be erased for a given event in Outlook if someone changes the date/time of the slot in 360Learning.