Before proceeding, please have the Office365/Gmail login details for the communal calendar to hand.
1. Adding a new calendar user
For ease of use, we recommend that a new employee called 'calendar' is created for the sole purpose of connecting the communal calendar.
Please note, only superusers have the ability to add new users. If you are unsure who your system superusers are, please go to Admin > View all employees and look at the Access level column. Superusers will show with an access level of 0.
Go to Admin > View all employees
Click on Admin page
Open the Register user tab
Enter a username for the new user - we recommend using 'calendar' all in lowercase
A randomly generated password will be created for you. A different password can be generated by clicking on the arrow icon on the right-hand side.
As this user will be used for connecting the communal calendar only, their access rights are not relevant. If preferred, set this user to level 5, which means they have no financial access.
At this point, please take note of the username and password.
Click Submit new user - the page will refresh, and a message will appear confirming this user has been added.
2. Updating the employee record
On Google Chrome, click on the three vertical dots icon (⋮) and select New incognito window
Log in to SME Professional as the new calendar user, using the username and password taken note of in section 1
Go to Admin > My details
Locate the First name field and enter a name for the calendar. The text entered here will appear within brackets next to the calendar when adding events/appointments
Locate the Calendar account email address field and populate the email address for the communal calendar
Click Update employee
3. Connecting the calendar
Go to Admin > Manage calendar connections.
Click on the Sign in with Google/Microsoft button.
Users will be redirected to a login page for Office365 or Gmail (depending on the email client the calendar belongs to).
Enter the email address and password for the communal calendar email account
Once submitted, users will be redirected back to the SME Professional calendar page.
4. Checking the calendar connection
We recommend using the Book appointment function to add a test appointment to the newly connected calendar to double-check that the connection has been established successfully.
From the top bar, click on Book appointment (
)Select the calendar this test appointment is to be added to
Set the Date and Time of the appointment
Enter a description. For example, Test appointment
Click Submit
Open the communal calendar and check to see if this appointment is showing
Note: If there are individual sub-calendars for each employee attached to the communal calendar, they will also pull through to SME Professional when the communal calendar has been connected.