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

To get started, head to Account >> Integrations >> Outlook > Connect New Outlook Account
Now select the screener you'd like to connect with your Outlook calendar. Don't worry, you can connect your Outlook account to as many screeners as you'd like once you've authorized Ethnio. Now you'll need to select the Outlook account you'd like to use
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.
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 Google 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.

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 GCal, 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:

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

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 Google account and you haven't already used in Ethnio. In other words, if your Google account is me@company.com you need to use me@gmail.com when filling out the screener, and if you are trying multiple times, each time use a different participant email like me+2@gmail.com or me+3@gmail.com

This is the biggest source of testing errors - using the same email your Google 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