You have the option to synchronize your calendar events with the Flow profiles (Available, Left for the day, Meeting, Holiday etc.). This way you can tag your calendar events to have them control what Flow profile is active. Note that synchronizing your external calendar will overwrite any work hours set up in Flow.
Sharing your calendar with Microsoft or Google login
If you have a Microsoft or Google calendar, you can go to Settings > My account in the Flow Desktop client or our webapp and log in with you Microsoft og Google credentials, and then activate Calendar synchronization.
Sharing your calendar without Microsoft or Google login
For other calendar services, you can enter the .ics link to share your calendar with Flow. The link is generated in your calendar and entered in Settings > Work Hours > External calendar > Ical-address in the Flow Desktop client or our webapp. Press ‘Enter’ after the link is inserted.
Note that you have to choose ‘Can view all details’ (can vary depending on the calendar service) when you share/publish calendar without using a Microsoft or Google login. If this option doesn’t show, you need to contact your administrator to get the necessary rights.
Usage of calendar synchronization
To tag your calendar events to have them control what Flow profile is active, you need to write status:”profile number” in your event (either in the title field or the description).
Our standard profiles have the following profile numbers:
3 (Left for the day)
5 (sick leave)
6 (Out of office)
7 (Business trip)
8 (Home with sick child)
An example could be that you want to schedule your work hours by automatic activation of the ‘Left for the day’ profile outside your work hours 8 - 16 on weekdays. In this case you have to create a calendar event from 16 to 8 the next day and write status:3 in the event’s title field or in the description. You then have to repeat the event so the event is shown in your calendar the upcoming weeks and the ‘Left for the day’ profile will be active accordingly. This process has to be repeated for week days in your calendar and you can choose ‘All day’ in the event settings in order to activate the ‘Left for the day’ profile saturday and sunday.
After you have scheduled the calendar events, you will be able to see the scheduled Flow profiles in the Flow Desktop client or our webapp under Settings > Works Hours > Graphical view. The ‘Available’ profile is active when nothing is scheduled in the Flow calendar and the graphical view furthermore shows which profile is active at the moment. Calendar synchronization updates every 10th minute, so if you make changes in the your calendar events it takes up to 10 minutes before they are effected in Flow.
Note that the graphical view can look faulty when using a .ics link (Sharing your calendar without Microsoft or Google login). This is solely a problem with the visual presentation and we are working on a fix.
Automatic activation of the meetings profile
It’s possible to enable ‘auto-activate meetings’ in the Flow Desktop client or our webapp. This option will make calendar events flagged as busy to be automatically mapped as the profile ‘Meeting’ in Flow. Users who logged in with Microsoft or Google credentials are presented with the option in Settings > My account > Microsoft/Google. Users without a Microsoft or Google login are presented with the option in Settings > Work Hours > External calendar.