Table of Contents
To use this integration, you will need a Workato account. This will be set up when working with the Implementation Consultants when setting up the integration.
Please reach out to the Support team for assistance in getting this setup.
What does enabling the Calendar integration do?
Enabling the Calendar Integration for a calendar provider (Example: Outlook Calendar, Google Calendar) gives your organization the capability to create or organize calendar events for Bridge Live Training (LT) Sessions with an account associated with that calendar provider.
All learners and instructors will be added as attendees to the calendar event; thus, attendees will be able to see calendar events and/or calendar invites in their accounts.
All learners and instructors can have email accounts associated with different calendar providers than the calendar provider for which the integration is enabled.
Scheduled Integration
Outlook
With this integration, Bridge Live Trainings are integrated with Outlook Calendar Events. Live Training changes will be updated to Calendar Events on a scheduled basis (every 30 minutes). Please make sure to complete setup or modifications in Live Training in Bridge at least 1 hour before its scheduled start time.
With this integration, Bridge Live Trainings are integrated with Google Calendar Events. Live Training changes will be updated to Calendar Events on a scheduled basis (every 30 minutes).
Please make sure to complete setup or modifications in Live Training in Bridge at least 1 hour before its scheduled start time.
One-Way Integration
Email IDs must be present in Bridge for all the learners and instructors. Otherwise, that learner or instructor won't be added as an attendee in a Calendar event.
External instructors for Bridge Live Training Sessions must be added by email IDs. Otherwise, that external instructor won't be added as an attendee in a Calendar event.
Mandatory Email IDs for learners and Instructors
With this integration, Bridge Live Trainings are integrated with Outlook Calendar Events. Changes in Bridge Live Training are updated immediately in calendar events.
Calendar Events
Separate Calendar events will be created for each Bridge Live Training Session/Session part.
Presence of Calendar Event: Events in the calendar will be present for a Bridge Live Training Session/Session part only if a Bridge Live Training Session is published and the Session/Session Part has either at least 1 registered learner or at least 1 instructor.
Calendar Event updates only for Live Training Session(s) with a future start-time
A calendar event will be created if a Live Training session(s) has a future start time.
The calendar event will be deleted if an existing Live Training session with a future start time is deleted.
Calendar events will not be updated for Live Training session(s) having a past start time.
If an existing Live Training session with a future start time is updated with a new start time in the future, the Event will be updated with the new start time.
Special Case 1: Existing Live Training sessions with a future start time updated with a past start time will be deleted. No new calendar event is created with past start time.
Special Case 2: If an existing Live Training session with a past start time is updated with a future start time, the existing calendar Event will be updated with the new future start time.
Learners
After registering for a Bridge Live Training Session, Learners that have email IDs will be added as attendees in the calendar event.
All the learners are marked as ‘mandatory’ on the created calendar event.
Notes for Learners
Learners will get an invitation email and calendar invite only after the registration confirmation for the Bridge Live Training Session.
For all the learners, the response to the calendar event is by default considered as ‘Accepted’ for Bridge Live Training Session. Any response to calendar events will not be reflected in Bridge Live Trainings.
If the calendar event status is not reflected as ‘Accepted’, learners can respond with "Yes" to the calendar event so that it is confirmed in their calendar. In Bridge, it is by default considered that the learner is registered and attending an event.
It is recommended to have Reminder Notifications ON for calendar events.
Instructors
After adding the instructors in a Bridge Live Training Session, instructors that have email IDs will be added as attendees in the calendar event.
All the instructors are marked as ‘mandatory’ on the created calendar event.
Notes for Instructors
Instructors will get an invitation email and calendar invite only after enrollment for the Bridge Live Training Session.
For all the instructors, the response of the calendar event is by default considered as ‘Accepted’ for Bridge Live Training Session. Any response to calendar events will not be reflected in Bridge Live Trainings.
If the calendar event status is not reflected as ‘Accepted’, instructors can respond with "Yes" to the calendar event so that it is confirmed in their calendar. In Bridge, it is by default considered that the instructor is enrolled and attending an event.
It is recommended to have Reminder Notifications ON for calendar events.
Invitation email and Calendar event
Learners will get an email and calendar invitation following the registration confirmation for the Bridge Live Training Session. The learner is considered as ‘Registered’ in one of the following ways-
- Admin signs the learner up. (Learner does not need to confirm)
- Admin enrolls the learner, and then the learner accepts the invite.
Instructors and registered learners with valid email IDs will get a Calendar invite email, and a calendar event will be created in their calendar.
External instructors will always get a calendar invite via email, but the calendar event will not always get created due to the policies of the calendar provider.
For external instructors, the calendar event invitation email might be marked as spam due to calendar policies regarding an unknown contact.
Calendar event status for attendees
For all the instructors and learners, the response of the calendar event is by default considered as ‘Accepted.’ Any change to this response to calendar events will not be reflected in Bridge.
The status of the Attendee's calendar invite is automatically set as ‘Yes’
If the calendar event status is not reflected as ‘Accepted,’ attendees can respond with "Yes" to the calendar event to confirm it in their calendar.
Visibility of attendees in calendar event
In the main account (created in step A), all the attendees will be visible as this account is considered a calendar event organizer.
Attendees are not visible to each other in the calendar event.
The Instructor list (if present) is available in the description section of the calendar event so all the attendees can see instructors for the event.
Format Information
Event Title
Notes -
Non-multipart session doesn’t have a separate title in Bridge
Multipart session has a separate title in Bridge
- A. Non Multipart Session
- If the Live Training title is present, the event title will be the Live Training title
- If the Live Training title is not present, there won't be any event title
- B. Multipart Session
- If both the Session Part title and LT title are present, then the event title will be in the format of <Session Part Title> | <Live Training Title>
- If Any one of the Session Part title or Live Training title is present, then the event title will be the available title.
- If Both the Session Part title and LT title are not present, then there won't be any event title.
Name of the Calendar Event Organizer / Name of the sender on the Calendar Invite Email
It will be the same name of the calendar account with which (Outlook/Google) Calendar Connector is authenticated in Workato. Thus it is the customer's decision to have a suitable name of the calendar account.
Format of Event Description in the calendar
<web conference details> if present
<list of instructors> if present
<Description of Bridge Live Training> if present
<Notes for Learners> if present
<Link to Bridge My Learning Page>
Email Notifications
When a learner is enrolled in a live training in Bridge, the learner will get an Invitation email for the Live Training the same way as previously mentioned.
When an instructor is added to the session OR when a learner registers for the session, the current email notification will be disabled; however, the instructor/learner will receive a calendar invitation and/or calendar event email.
Upcoming session email: The upcoming session email will be disabled. However, per the calendar settings, the learner and instructor will get calendar reminders before an event.
Session canceled email: The session canceled email will be disabled. However, learners and instructors will get an email notification from the calendar if an event is canceled or if they are removed from the session.
For more information on how to setup this integration use one of the guides below: