Calendar synchronization with Google and Microsoft

Calendar Synchronization#

With calendar synchronization, you connect the Kibi calendar with your existing Google Workspace or Microsoft 365. Appointments, absences, and room bookings are automatically synchronized—in both directions.

What Calendar Synchronization Can Do#

• Connect personal appointments: Appointments from your Google or Outlook calendar automatically appear in Kibi and vice versa.

• Avoid double bookings: Since both calendars are always up to date, your employees can immediately see when someone is available.

• Link rooms and vehicles: Your organization's resource calendars (conference rooms, vehicles) can be directly connected to Kibi. Bookings from Kibi appear there automatically—and vice versa.

• Flexible privacy settings: Each person chooses whether external calendars see the full appointment content or only availability.

Prerequisites#

• You use Google Workspace or Microsoft 365.

• You have administrator rights with your provider for the one-time setup in Kibi.

• The calendar synchronization module must be activated in Kibi for your organization.

Two Ways to Connect#

There are two models for how employees can connect their calendars with Kibi:

Per Employee (Standard)#

Each person connects their own calendar independently via their profile. This takes a few clicks and does not require IT support.

The assignment between the Kibi account and Google or Microsoft account is done via the email address. The provider authenticates the person with the business email—this must match the email address stored in Kibi.

Centrally by the Organization#

As an admin, you activate access for your entire organization once (Google: Domain-Wide Delegation; Microsoft: Application Permission). All employees are then automatically assigned to the corresponding provider accounts via their email address—without individuals having to do anything. Each person can unsubscribe individually at any time via their profile.

Comparison: Which Method Suits When?#

Setting Up Google Workspace (Admin)#

Go to the Google Cloud Console and create a connection once. A step-by-step guide to the Google Cloud Console can be found in the official Google documentation:

Google Cloud Console — Setting Up OAuth 2.0

Summary of the necessary steps:

1. Open the Google Cloud Console.

2. Create a new project or select an existing one.

3. Enable the Google Calendar API for the project.

4. Create OAuth 2.0 credentials (Type: Web Application) and enter the redirect address that Kibi displays under Administration → Modules → Calendar Synchronization → Configuration.

5. Copy the client ID and client secret and enter both in Kibi.

6. Click Check Connection — Kibi confirms whether the connection is successful.

Optional: Organization-Wide Sharing (Google Workspace)#

If all employees are to be connected automatically, enable domain-wide sharing:

1. Create a service account in the Google Cloud Console and download the access key.

2. In the Google Workspace Admin settings under Security → API Controls → Domain-Wide Delegation, enable the permission for the service account.

3. Upload the access key in Kibi under Administration → Modules → Calendar Synchronization → Configuration.

Setting Up Microsoft 365 (Admin)#

Register Kibi as an application in your Azure Portal:

1. Open the Microsoft Entra Portal and navigate to App Registrations.

2. Click New Registration and assign a name (e.g., Kibi Calendar).

3. Enter the redirect address that Kibi displays under Administration → Modules → Calendar Synchronization → Configuration.

4. Under API Permissions, assign the permissions Calendars.ReadWrite and User.Read (Delegated).

5. Under Certificates & Secrets, create a new client secret.

6. Copy the Application ID, Directory ID (Tenant ID), and the client secret, and enter all in Kibi.

7. Click Check Connection.

Optional: Organization-Wide Sharing (Microsoft 365)#

For all employees to be connected automatically, you as an admin must grant consent for the entire organization:

1. Additionally assign the permission Calendars.ReadWrite (Application) and click Grant Admin Consent.

2. Alternatively, open the consent URL that Kibi displays under Administration → Modules → Calendar Synchronization → Configuration in a browser where you are logged in as a Microsoft tenant admin.

Connecting Calendar as an Employee#

Once your admin has completed the setup, you can connect your personal calendar in a few steps:

1. Open My Profile → External Calendar → Manage Connected Calendars.

2. Click Connect and select your provider (Google or Microsoft).

3. You will be redirected to your provider's login page. Log in with your business email and grant access permission.

4. Kibi confirms the successful connection. Your appointments will now be automatically synchronized.

Which Appointments Are Synchronized?#

You control which appointments are synchronized:

• Personal appointments: Appointments you create directly in Google Calendar or Outlook.

• Invitations from Kibi: Meetings and appointments you have been invited to in Kibi.

• Absences: Vacation and other absences from Kibi.

• Vehicle bookings: Vehicle reservations via Kibi.

Each category can be enabled or disabled individually. The settings can be found under My Profile → External Calendar → Manage Connected Calendars.

Privacy Setting#

You choose how many details are transferred during synchronization. The setting applies in both directions:

Connecting Rooms and Vehicles with External Calendars#

Your organization's resource calendars (conference rooms, vehicles) can be directly linked to Kibi. This ensures that bookings from both systems are always visible—without manual maintenance.

In Kibi, go to Administration → Rooms & Vehicles (under "Content" in the admin menu):

1. Create a new resource or open an existing one.

2. Under External Calendar, select the appropriate calendar from the list of available resource calendars in your organization.

3. Save. Bookings from Kibi will now appear in the external calendar and vice versa.

Data Privacy and Security#

• Your access data is stored encrypted and not passed on to third parties.

• When disconnecting, the access permissions with your provider are automatically revoked.

• Already synchronized appointments remain in Kibi but are no longer updated.

• Data processing takes place exclusively in the EU. Kibi is GDPR-compliant.

Frequent Questions#