Your HRM leave and shifts, live on every Outlook Calendar.

What the Outlook Calendar integration does

Approved leave lands on Outlook

The moment a manager approves a leave request in Indian HRM, an all-day event appears on the employee's Outlook Calendar and, if you want, on their manager's.

True two-way sync

Book an out-of-office block in Outlook and it can flow back as a leave entry in Indian HRM, so the two systems never drift apart.

Shift rosters pushed as events

Rotational and split shifts from the HRM roster become timed Outlook events, so night-shift staff see their exact in and out timing on their phone.

India holiday calendar mirrored

Your org's holiday list (national, state PT-linked, and optional restricted holidays) syncs across as a shared calendar every team member can subscribe to.

Interview slots with Teams links

Interviews scheduled in the HRM hiring module create Outlook events with a Microsoft Teams link attached and invites sent to the panel and candidate.

Reminders that match your policy

Set reminders per event type, like a 1-day nudge before a planned leave starts or a 30-minute alert before a shift, controlled from HRM settings.

Setup in four steps

1. Open Integrations and pick Outlook Calendar — In Indian HRM go to Settings, then Integrations, and select Outlook Calendar under the Productivity category.
2. Sign in with Microsoft 365 — Authorise using your Microsoft work account through OAuth, granting calendar read and write access for your organisation or a specific mailbox.
3. Choose what syncs and in which direction — Turn on the event types you want (leave, holidays, shifts, interviews) and set each as HRM to Outlook, Outlook to HRM, or both ways.
4. Map employees to their mailboxes — Confirm the email match between HRM employee records and Microsoft 365 mailboxes so events reach the right person, and fix any mismatches flagged.
5. Run a test sync and go live — Trigger a manual sync, check one leave entry and one shift landed correctly in Outlook, then switch the integration to always-on.

Why customers use this integration

• Managers see their whole team's availability inside Outlook before they schedule a client call or a site visit, so approved leave stops getting double-booked.
• Payroll and attendance stay aligned because a leave marked in HRM and blocked in Outlook come from one source, not two spreadsheets.
• Night and rotational shift staff get their exact timings on their phone calendar, cutting late log-ins and missed handovers.
• Interview no-shows drop because candidates and panel members get a proper Outlook invite with a Teams link, not a loose email.
• HR stops fielding the daily 'who is on leave today' question, since the answer sits on everyone's shared calendar including the festival and restricted holiday list.

Outlook Calendar integration FAQs

Which direction does the sync run?

Both ways, and you control it per event type. Most teams push leave, holidays, and shifts from Indian HRM to Outlook, and let out-of-office blocks created in Outlook flow back into HRM as leave. You can also keep any type one-way if you prefer HRM to stay the single source of truth.

How often does it sync?

Key actions like a leave approval or an interview booking sync in near real time, usually within a minute. A background reconciliation runs every 15 minutes to catch anything edited directly in Outlook, and you can hit Sync Now anytime for an instant refresh.

What do I need to set it up?

A Microsoft 365 work account with calendar permissions and admin access to Indian HRM Settings. The connection uses OAuth, so you never store passwords. Setup is usually done in under ten minutes for a whole org once employee emails are matched to their mailboxes.

What happens if a sync fails or an email does not match?

Failed events are queued and retried automatically, and any employee whose HRM email does not match a Microsoft 365 mailbox is flagged on the integration dashboard so you can fix it. Nothing is silently dropped. You get a clear error log with the reason and a one-click retry.

Will it overwrite personal events already in someone's Outlook?

No. Indian HRM only creates, updates, or removes events it owns, tagged as HRM-generated. Personal meetings, birthdays, and anything your team added themselves are left untouched.