The appointments and presences recorded in onboard can be easily transferred to your personal calendar as calendar subscriptions. In this way, appointments update themselves independently and you are always up to date.
In this article you will find the information on how to create calendar subscriptions for presences, reminders (e.g. birthdays) and appointments within the applicant files.
Calendar entries for presences (Talent Management module)
Calendar events can be transferred to your personal digital calendar in iCal format and can be subscribed to. This way, you can read the presences of your employees managed in onboard in the personal calendar. iCal is thereby supported by the most popular calendar providers, such as:
- Outlook
- Apple calendar
- Google calendar (Gmail)
Calendar subscription setup
Outlook
- In the “Presence” menu item, click on the three action items on the right and select the “Create calendar subscription” option
- Define whether all presences should be displayed in the calendar or only those of specific departments, locations or statuses
- Click on “Create calendar” for generating the import link
- Copy the link and open your Outlook calendar
- In the menu bar, on the “Start” tab, select the “Open Calendar” function and click “From the Internet…”
- Now paste the previously copied import link from onboard
- A new calendar with the presences is added to the existing Outlook calendars
The calendar entries are automatically read in from onboard after the calendar subscription has been set up. Synchronization takes place after a short time or is triggered automatically every time Outlook is restarted.
Gmail
- In the “Presence” menu item, click on the three action items on the right and select the “Create calendar subscription” option.
- Define whether all presences should be displayed in the calendar or only those of specific departments, locations or statuses
- Click on “Create calendar” to generate the import link
- Copy the link and open your Gmail calendar
- Click on the cogwheel icon in the upper right area to open settings
- Under the settings -> Add calendar -> By URL you can paste the link you copied earlier in onboard for importing the calendar
- The presences are now visible in your Gmail account
- In the lower left area of the calendar, the imported calendar is displayed. By clicking on the three dots you can change the color of the calendar entries or remove them in the settings.
To minimize data, it is possible to read the presence types into your calendar anonymously. To do this, select the corresponding checkbox in the “Create calendar subscription” pop-up.
Apple
- In the “Presence” menu item, click on the three action items on the right and select the “Create calendar subscription” option
- Define whether all presences should be displayed in the calendar or only those of specific departments, locations or statuses
- Click on “Create calendar” for generating the import link
- Under the “Calendar” menu item, select “File” > “New calendar subscription”.
- Paste the web address copied in onboard and then click “subscribe”.
- Name your calendar (additionally you can choose a desired color
- In the “Location” menu, select the “iCloud” option and then confirm with “OK”.
The iCal calendar formats are available for desktop and mobile devices.
Calendar entries for reminders (Talent Management module)
onboard allows you to create a variety of reminders. In addition to the mail notifications that onboard automatically generates for birthdays and anniversaries, you can integrate other individual reminders into your personal calendar.
Here’s how it works:
- Click on the menu item “Reminders” under “Talent Management
- You will now see the entire list of all captured reminders
- Click the three action items on the right side of the list entry and select “Download for calendar (.ics)”.
- A .ics file of the reminder opens in the browser
- Open them and save them to your calendar
You can find the full instructions for the reminders in onboard here.
Calendar entries for internal fields in the applicant file (recruiting module)
The internal fields of an applicant file allow, among other things, the creation of “date and time” fields for storing appointments. The management of appointments for job interviews is popular. It is possible to read the recorded data in your calendar.
Here’s how it works:
- Create the field of the type “Date and time” as an internal field in the applicant’s file. You can read the instructions here.
- Enter the appointment via the edit function in the applicant file/employee file
- The date and time of the appointment can be seen in the overview of the applicant file
- Click on “Add to calendar” to add the appointment to your own calendar
- Select the calendar you want to use. You can choose between Outlook, iCalender, Google Calendar and Microsoft Calendar in the drop-down field.
- By clicking on the corresponding calendar, the appointment opens as an .ics file and can be saved. The title of the internal field is included.
Frequently asked questions
What is the meaning of the .ics file extension?
Files with the extension .ics allow importing, exporting, sending, publishing and sharing calendar entries. .ics files are usually usable by all operating systems. Further information can be found here.