Exchange Calendar FAQs

OnceHub communicates with your Exchange Calendar in real time using an encrypted Exchange Web Services (EWS) connection, a well-established official Microsoft protocol. All credentials and data traffic are fully encrypted.

What does Exchange Calendar integration mean?

Exchange is a server that manages mailboxes, contacts, calendars and more. Exchange users never access Exchange directly, but rather through an email client. This can be an Outlook client on a PC or Mac, a mobile device, or web access via the browser (Outlook Web App, Office 365, etc.). OnceHub integrates directly with Exchange while you keep using whichever calendar access method you're currently using.

Establishing a connection FAQs

How do I connect my Exchange Calendar?

  1. Sign in to your OnceHub Account.
  2. Go to the left sidebar -> Profile-> Calendar connection. If you are switching connections, you must disconnect from your previous connection first.
  3. Click the Connect button next to Exchange Calendar and provide your credentials.

Learn more about connecting to Exchange Calendar

I already have a calendar connected. How do I switch to another?

Your account can only be connected to one calendar at a time. If you want to switch from one calendar to another, or from one connection method to another, you will need to disconnect the previous one and then connect the new one. 

In your OnceHub Account, open the left sidebar and select Profile -> Calendar connection. Click the Disconnect link and then connect to another calendar or connection method. Learn more about disconnecting a calendar

I cannot connect - what should I do?

See our step-by-step connection guide or our troubleshooting guide.

Connection characteristics FAQs

How does OnceHub connect with Exchange Calendar?

OnceHub communicates with your Exchange Calendar using the Exchange Web Services (EWS) API, a well-established official Microsoft protocol. All credentials and data traffic are fully encrypted. The integration uses the permissions Users already have when viewing calendars (for example, only free/busy), so no new information will be accessible to them.

Learn more about Exchange integration security

Note OnceHub does not support Microsoft ActiveSync connections at this time.

How are my credentials stored?

When you enter your credentials to connect OnceHub to your Exchange Calendar, your password is encrypted with AES-256 (Advanced Encryption Standard) and stored in our cloud database.

Learn more about how sign-in credentials are stored and protected by OnceHub

Which Exchange versions are supported?

Most Exchange versions are supported: Office 365, Exchange Online (hosted) and On-premises Exchange (versions 2007, 2010, 2013, and 2016).

Can OnceHub connect with shared calendars or resources (rooms)?

Your default calendar, sub-calendars (folders) and shared calendars are supported. 

Rooms are supported in InviteOnce. Learn more about adding rooms in InviteOnce

Resource calendars are not supported yet for ScheduleOnce. Learn more about using Exchange resource calendars

What happens if my password changes?

If your Outlook password is changed, you must reconnect with the new password to restore the connection. Learn more about resolving connection issues

What happens if there’s an issue with the connection?

During a connection failure, ScheduleOnce Booking pages cannot accept bookings.This measure is taken to prevent the possibility of double bookings. 

In InviteOnce, you will not be able to invite to self-schedule or schedule on behalf.

To enable bookings, you must either restore the connection by reconnecting, or disconnect your calendar by clicking the Disconnect link. Learn more about disconnecting a calendar

Working with Exchange Calendar FAQs

Can I disable the Exchange Calendar invite that is sent to my Customers?

In ScheduleOnce, you can disable the Exchange Calendar invite email in Setup -> relevant Booking page -> Customer notifications and uncheck the box that sends the Exchange Calendar invite email.

Note The Customer notifications section will be on the Event type if the Booking page is associated with at least one Event type.

In InviteOnce, you can disable the Exchange Calendar invite email in Step 3 of the invite to self-schedule or schedule on behalf processes.

I cannot see my scheduled meeting in my Exchange Calendar

In your Exchange Calendar, make sure that the calendar in which your meeting was scheduled is selected. Find it in the calendar list in the left bar and click it to select it. 

You can also select the activity in the ScheduleOnce Activity stream, then click the action menu (three dots) in the right-hand pane and select View Calendar event (Figure 1).

Figure 1: View Calendar event

There is a time offset between my calendar and ScheduleOnce

This might be due to time zone differences between the account time zone in your Exchange account and the time zone on your Booking page. To change the time zone:

  • In ScheduleOnce: Go to the Time zone subsection in the Overview section on your Booking page, select the new time zone and click Save.
  • In InviteOnce: In Step 2 of Invite to self-schedule or Schedule on behalf, select the new time zone and click Save.
  • In Exchange: Go to the settings in your calendar (Outlook, browser or other email client) to update the time zone. Reload/refresh the ScheduleOnce or InviteOnce page to reflect the change.

Can I set default Exchange Calendar reminders when events are created via ScheduleOnce?

Yes, you can configure default Exchange Calendar reminders in the connected Exchange Calendar. Go to your OnceHub Account and click Profile in the left sidebar. Click on Calendar connection and use the Default Exchange Calendar reminders drop-down menu to select the value that you want.

Figure 1: Default Exchange Calendar reminders

Can I update ScheduleOnce meetings in my connected Exchange Calendar?

Yes, when you are connected to Exchange Calendar, you can select whether changes made to ScheduleOnce events in your connected calendar are reflected in ScheduleOnce. 

When a ScheduleOnce event is deleted in your Exchange Calendar, it will cancel the booking in ScheduleOnce. When a ScheduleOnce event is moved in your Exchange Calendar, the booking will be rescheduled in ScheduleOnce. Learn more about cancel and reschedule form within your Exchange Calendar

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