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  Public Ticket #3209183
Outlook Integration
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  • Matt Auman started the conversation

    I have successfully worked through the Outlook integration.  However, it seems to behave differently for different employees.  When I test Amelia and schedule an appointment, it goes directly into my calendar as your documentation describes.  However, for my other users, they are getting calendar invitations attached to emails which they must then accept to get them into Outlook.  In addition, they seem to be coming from Google Calendars and have an India time stamp on them.  I have checked our WordPress settings and we have an New York (Eastern time) zone set up.  Also, we don't use Google Calendars, nor did I establish an integration.  Finally, when a client is booking an appointment with an employee, their meeting is showing up on my Outlook calendar as the organizer and the two other parties as Required Invitees.  I am the CEO and administrator of the WordPress site.    I can't have 20 daily appointments showing up on my calendar if I'm not involved.  Please help. I am hoping there is just a setting I am missing.  Thank you.

  •  563
    Marko replied

    Hello Matt,

    I'm afraid that we didn't quite get what how the issue looks exactly? We have never encountered  this before. Can you explain to us in a little more detail, and send us a couple of screenshots?

    We wish you all the best. 

    Kind Regards, 

    Marko
    [email protected]

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  • Matt Auman replied

    For example, this person scheduled an interview via Amelia with one of my recruiters, Theresa Palmer.  However, the Outlook appointment is showing on my calendar as the organizer even though I'm not in the meeting.  Seems like I should have nothing to do with it.  I'm happy that Theresa and Rosemary have received an Outlook appointment, but I can't have all of my recruiters' appointments hitting my calendar.  I love this plugin.  I just need to be out of the loop on all of the activity.  Thanks.  

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  • Matt Auman replied

    Here is the screen shot of the India time zone from Google calendars.

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  •  563
    Marko replied

    Hello Matt,

    If you are organizer on event for example you will also get notifications, you can not turn this off. The only thing you can do is to remove yourself as an organizer and then you will not get notifications. 

    As for time zone this is not issue with Amelia.

    Amelia doesn't have any time zone settings, and it relies on WordPress' General settings. Here's how it works:

    All times in the back-end of Amelia will be shown exactly how you save them, so (for example) if your employee works from 09:00 - 17:00, or if there's an appointment from 09:00 - 10:00, that's how you will see them in the back-end.

    If you enable "Show booking slots in client time zone" in Amelia's General settings, though, that may not be what your customers see, depending on where they're located, and to what your WordPress site has been configured.

    If this option in Amelia's General settings is disabled, all times on the front-end will be the same as times in the back-end. So, if your employee's work hours are from 09:00 - 17:00 in UTC+1, with this option disabled, regardless if your customer is in UTC+1, or in UTC+10 - they will still see times from 09:00 - 17:00, so if you have customers in multiple time zones, it's advisable to enable this option in Amelia's General Settings.

    Important: In order for Amelia to store correct appointment times in the database (which is almost always in UTC time zone), you need to edit the WordPress' time zone to show the city you're in (or the city in your time zone), like this:

    3081614015.png

    This way, when Daylight Savings Time starts (or ends), the times will be adjusted accordingly and you won't have to worry about them anymore.

    If you save your Time Zone in UTC+/- format, you may experience issues with the Daylight Savings Time:

    2232514789.png

    Explanation: When you configure the time zone to be "UTC+1" it will always be UTC+1. So, if we take Belgrade, Serbia as an example - without Daylight Savings Time, it is in UTC+1 time zone, but when Daylight Savings Time starts, Belgrade is in UTC+2. If you leave the time zone to be hard-coded to UTC+1, the times that your customers book on the front-end will not be properly adjusted to what you see in the back-end. 

    Example with UTC+1 configured: It is mid-summer, and Belgrade is in UTC+2. "Show booking slots in client time zone" is enabled, and a customer from Belgrade opens your website to book an appointment. The working hours of your employee are set from 09:00 - 17:00 (in UTC+1), but the customer sees them as 10:00 - 18:00. This is because the time zone is hard-coded in the back-end, while on the front-end it shows the time in UTC+2. So, a customer books an appointment for 10:00, and shows up at 10:00, while you expect to see them at 09:00.

    Please note: If you hard-coded the time zone, and you have booked appointments, once you switch the time zone in WordPress to your city, it will adjust the times in Amelia's appointments to fit the time zone your city is currently in. This happens because (as mentioned above) the times are saved in UTC in the database, and it's adjusted in the plugin programmatically. So, if you have a hard-coded time zone set to UTC+1, and someone booked an appointment for 09:00, that time is saved as 08:00 in the database. When you change the time zone to your city (which is now in UTC+2), the appointment time will be adjusted to the time saved in the database 08:00 + 2:00, so the appointment time will switch to 10:00. The only solution, in this case, is to manually modify the appointment times, but it's the only way to make sure your time zone is properly configured, and that the future appointments will be saved and displayed correctly both for you and your customers on the front-end.

    Summary: When you select the city you're in, in WordPress' General Settings, the system automatically calculates the Daylight Savings Time, and shifts the clock accordingly, so if you have any issues with what you see on the front-end vs what you see in the back-end, always check the Time Zone in WordPress.

    If you have any more questions please open a new separate ticket for each question and we will gladly help you there.

    We wish you all the best.

    Have a nice day. 



    Kind Regards, 

    Marko
    [email protected]

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  • Matt Auman replied

    Thank you.  How do i remove myself from event organizer?  I don't have any events set up, just appointments.

  •  563
    Marko replied

    Hello Matt,

    You have mentioned organizer so we assumed that you are using Events future since this option only exists in the Event feature. For services and appointments only customers and employees get notifications about the appointment.

    You as an admin can only be notified about every notification if you have added an additional address in settings/notifications settings like this

     

    4295337327.png

    Hope this helps. 

    Kind Regards, 

    Marko
    [email protected]

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  • Matt Auman replied

    Marko, I've mentioned a few times that we are not using Events.  We are only scheduling appointments with Amelia.  Also, I do not have the "additional emails" turned on for Notifications.  See below.  I really need some help on this.  At the bottom of this ticket is my calendar for today.  None of those Interviews are mine, they are just hitting my calendar.  I'm not using events and i don't have the additional emails engaged.  There must be a way to remove me from this.  There is no way that all of your other clients' Admins are receiving Outlook calendar appointments.  When we really get going on this, does Amelia really expect me to have dozens of appointments on my personal outlook calendar just because i am the admin?  That can't possibly be right.  From the Outlook screen shots i have sent you, it appears that i am scheduling an appointment with two people and sending the invitation to them.  As you can see from my screen shot below, the appointments are coming "From: Matt Auman."  Why aren't they coming from your plugin and leaving me out of it?

    Please help.

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  • Matt Auman replied

    One more screen shot.  On Notification setup, i have emails coming from [email protected], not [email protected]  Really need your help on this.

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  •  563
    Marko replied

    Hello Matt,

    Thank you for reaching out to us.

    Please provide me a temporary WP-admin (administrator) user for your site where this happens, so we could log in and take a look ‘from the inside’ as that’s the most efficient way to see and resolve the issue. 

    We do not interfere with any data or anything else except for the plugin (in case that’s a production version of the site), and of course, we do not provide login data to third parties. 

    You can write credentials here just check PRIVATE Reply so nobody can see them except us. 

    Kind Regards, 

    Marko
    [email protected]

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  •   Matt Auman replied privately
  •  563
    Marko replied

    Hello Matt,

    Unfortunately, we did not get any mail this can happen and for that reason, we always ask our user to send the link here in the ticket. Also, we would need a link to your site so that e can know where we need to log in. Can you please send it to us? 

    Looking forward to your reply. 


    Kind Regards, 

    Marko
    [email protected]

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  •   Matt Auman replied privately
  •   Marko replied privately
  •   Matt Auman replied privately
  •  563
    Marko replied

    Hello Matt,

    We have forwarded your ticket to our level 2 agents and as soon as we get some feedback from them we will contact you immediately.

    Kind Regards, 

    Marko
    [email protected]

    Rate my support

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  •   Aleksandar replied privately