Outlook Integration

👋 We're excited to help you connect your Outlook account to Ethnio and make the most out of this integration. 🎉 To ensure a smooth setup process, we've prepared this doc. Connecting your Outlook account to Ethnio does the following:

✅  Create calendar invites for participants on your calendar

✅  Separate observer calendar invites with no P.I.I.

✅  See blocked times from one or more of your calendars in Ethnio

✅  Check for conflicts and automatically hide times you are busy from participants 

✅  If you have Teams, use that as a dynamic location for interviews

Scopes

Let's start with the common scopes for integrating your Outlook account with Ethnio:

1️⃣ Calendar Access Scope (📅)
Enabling this scope grants Ethnio the ability to read and write to your Outlook calendar. It helps Ethnio synchronize with your calendar and identify any scheduling conflicts when inviting participants to research sessions. 
2️⃣ Read Access Scope for Profile (📚)
This scope allows Ethnio to read your Outlook calendar account and calendar information, such as email addresses, subject lines, and content. It's necessary for Ethnio to fetch the data needed to analyze and integrate with your research projects. Don't worry, we respect your privacy and only access the relevant information.
3️⃣ Maintain Data Scope (🖋️)
This allows Ethnio to access data you have authorized, even when you are not using Ethnio. Basically, add or remove calendar events according to the schedule of your study in Ethnio. Ethnio requires this scope to provide a seamless integration experience and help you stay organized.
Remember, Ethnio respects your privacy and security. We only request the necessary scopes to ensure the integration functions properly, and we adhere to industry-standard security measures to protect your data. If you have any questions or concerns regarding the scopes or any other aspect of the Outlook integration, please don't hesitate to reach out to our support team. We're here to help 🤝

Installation

  1. To get started, head to Account › Integrations › Outlook › Connect New Outlook Account
  2. Now select the studies you'd like to connect with your Outlook calendar. Don't worry, you can connect your Outlook account to as many studies as you'd like once you've authorized Ethnio. Now you'll need to select the Outlook account you'd like to use
  3. Here comes the most important part, which may look different depending on the security settings on your Outlook account, particularly at large organizations. You may need to request permission from your security/IT team before being allowed to continue.
  4. Last step is to choose the calendar in your Outlook account you'd like to use for calendar invites. Note you can use a different calendar for collaborator invites, and you should see any calendar that Outlook lists under My Calendars, which means if you have write permission then you can use it in Ethnio.

You've now authorized 🎉🎉🎉 It's time to turn on the calendar invites and setup options.

Admin & Access Control

Connecting a calendar requires an existing seat on your Ethnio account, and each user authorizes their own calendar individually - there is no way for one person to connect calendars on behalf of others.

At the organization level, who can connect is governed by the Ethnio entry under Enterprise Applications in Entra (Azure AD), where your IT team can assign users directly or assign a group. Microsoft only supports individual users and security groups or Microsoft 365 groups for that assignment, so distribution lists and nested groups won't work. If someone sees an error or a request for admin approval during step 3 above, that assignment is usually the place to look - see our Outlook troubleshooting doc for the details to send your IT team.

Options

The first thing you'll want to do is head to scheduling › calendar › facilitators, and turn on Calendar Invites 

How to Test

The logical first thing you'll want to do is make sure calendar events show up on your Outlook Calendar, but there are a couple key things to keep in mind to make sure your test is successful. First, the quick tips on how to test:

  1. Head to scheduling › calendar
  2. Click to add a time or click any existing time
  3. Look for the Autofill Sample Participant button at the top of the interview spot - click that
  4. Confirm the fake participant
  5. Look for calendar invite in the scheduling feed - if that shows up there it should be on your Outlook calendar.

Longer Testing Instructions

Step 1: Create some interview spots in the future from scheduling › calendar 

Step 2: Open up the screener from Preview or the link using the shortcut at the top of your screen

Step 3: Fill out the screener and be very careful to use a unique secondary email that is not the same as your Outlook account and you haven't already used in Ethnio. In other words, if your Outlook account is me@company.com you need to use me@ when filling out the screener, and if you are trying multiple times, each time use a different participant email like me+2@ or me+3@.

This is the biggest source of testing errors - using the same email your Outlook calendar uses or not using a real email you have access to

Step 4: Confirm Manually for speed's sake, so click on the Potential Recruits to Invite › Confirm  

Step 5: Check Feed & Calendar for Calendar Invite, where you should see bo

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