You can sync your Sage HR calendar with Google or Outlook. This lets you see who’s off and other relevant details without needing to log in to Sage HR.
Important information
What syncing does for your leave details in your calendar
When you sync your calendar with iCal, Microsoft 365, or other providers, they receive all the event details you can see in Sage HR, your own leave information and any colleagues’ events you have permission to view.
If you don’t want other people’s details in your synced calendar, remove your permission to view their events in Sage HR before syncing. Each person can also sync their own Sage HR calendar to their own email calendar.
Syncing with other email providers
If you need to Sync your calendar with other email providers, such as iCal, Microsoft 365, you need to copy and paste a Subscription URL. This feature depends on the configuration of the external service.
Training events
Training events don't sync across to Google or Outlook.
Syncing limits
The data from Sage HR syncs to external calendars up to nine months in advance. If you need to see events further in the future than that, refer to the Calendar in Sage HR.
Changes to time off requests can take up to 24 hours to show in the synced calendar.
Enable sync
📌TIP: These steps synchronise all employees who appear in your calendar. If you want to control which employees appear, use the Calendar filter, then sync your calendar using the Subscription URL instead.
Click Calendar on the main menu.
Towards the top right of the calendar, click Sync with my calendar.
Under Google or Outlook, click Enable.
You're then taken to authorise your Google or Outlook Account.
📎NOTE: If you're synching with Outlook, you need to choose which Outlook calendar you want to integrate with, then click Save.
Once authorised, new and updated events push from Sage HR to your Google or Outlook calendar.
Disable sync
When enabled, you can disable the synchronisation following the Enable sync steps above. You'll have a Disable option instead.
📎NOTE: Disabling the sync doesn't remove events already added to your Outlook or Google calendar when synced previously.
How often do Outlook and Google Calendar sync with Sage HR?
The synchronisation isn't instant.
Google calendar
Google advise that their calendar will sync with third-party calendars like Sage HR every 12 to 24 hours. Sage HR has no control over the sync frequency, and Google do not provide any settings or options to alter it.
Outlook
Microsoft advise that Outlook syncs with third-party calendars like Sage HR every 3 hours; however, in practice, the sync can take up to 48 hours. Sage HR has no control over the frequency of the synchronisation. Closing and re-opening Outlook, or clicking Send/Receive all folders may trigger Outlook to sync the calendar.
How can I see what data has been offered to Outlook/Google Calendar?
You can use your Subscription URL to see what data Sage HR is offering to external calendars:
Click Calendar on the left.
Make sure you have no filters (like specific Teams or Locations) set at the top of the screen.
Click Sync with my calendar at the top right.
Highlight your Subscription URL (the bit that starts with webcal://) by clicking it, then right-click it and select Copy.
Open a new tab in your browser.
Right-click in the web address bar and click Paste (not 'Paste and go') to put the Subscription URL in the address bar.
Delete the word 'webcal' at the start of the address, and replace it with "https".
Press enter. The data being offered is displayed. You can search this by using Ctrl+F on your keyboard.