When you integrate Clarra with your Microsoft Outlook Calendar, Clarra automatically runs checks to ensure proper synchronization between your Outlook Calendar and Clarra Events.  When a discrepancy between the two calendars is spotted, Clarra notes the difference and includes it in a report sent to your email at 5pm PST each day.

In the email notification, you are given the following options to address the discrepancies:

• Do Not Sync All
  • This will maintain the discrepancies between your Clarra and Outlook calendars
• Sync All
  • This will update your Outlook Calendar to match your Clarra Calendar
• Choose Events
  • This allows you to individually select which Events to sync and not sync

You will have 24 hours of the email notification to take action.  If you do not make a selection within 24 hours, all Events will be automatically resynced. Also, once you select and save the “Do Not Sync” option, it cannot be undone in the email, and can only be changed in the Event Details on Clarra.

By automatically resyncing Events after 24 hours if no action is taken, Clarra ensures that Events are not accidentally missed. Users must confirm to keep discrepancies between their calendars as part of this safety net.

Making it easy to confirm discrepancies helps Users in a variety of situations. For example, a User who would like their Outlook Calendar to focus on different Events than their Clarra Calendar while maintaining some overlap can do so by confirming which Events to not sync. Likewise, a User in a managerial position may wish to have an overview of their entire team’s Events on their Clarra Calendar, and only Events they must attend on their Outlook Calendar.

Assigning Discrepancy Notifications to Other Users

Users can give access to their daily discrepancy notification to other Clarra Users in their organization. For Users who have someone else responsible for managing their Calendar, this feature is particularly useful.

Assign Discrepancy Notifications to another User:

• Click on your Profile Icon and select “User Settings” in the dropdown menu
• Select the “Notifications” tab
• Write the Name of the User you wish to assign notifications to in the “Send Notifications to” column to the right of “Discrepancy in My Calendars”
  • By default, notifications are assigned to you.
  • Discrepancy notifications can be assigned to multiple Users. The first User to take action in the email notification makes the sync decision. 
  • You can choose to not receive discrepancy notifications by removing yourself from the “Send Notifications to” column if you add another User to the column.
• Ensure that the toggle for Email is enabled for the “Discrepancy in My Calendars” notification
• Your changes will be automatically saved

Choosing Synchronization Options within an Event on Clarra

When creating a New Event or editing Event Details, you can choose to not sync the Event with your Outlook Calendar. To do so, check the box “Do not sync to my Outlook Calendar” beneath the “Created By” information on the Event Details page. This checkbox will only display if you are Assigned To the Event and have connected your Outlook Calendar with Clarra. 

If the Event is updated in any way, it will be automatically added back to your Outlook Calendar, as part of the resync failsafe.

FAQs 

Q: Why did I get an email about missing events in Outlook?
A: Clarra detected differences between your Clarra Calendar and your Outlook Calendar—such as missing or deleted events. The email gives you options to fix them.

Q: What happens if I ignore the email?
A: If you don’t take action within 24 hours, Clarra will automatically resync the missing events to your Outlook Calendar.

Q: Can I stop certain events from syncing to my Outlook Calendar?
A: Yes. You can either select “Do Not Sync” for those events in the discrepancy email, or check the “Do not sync to my Outlook Calendar” box on the event details page.

Q: If I choose “Do Not Sync” for an event, does it remove it from everyone’s calendar?

A: No. The “Do Not Sync” option only applies to your Outlook or Google Calendar. Other users assigned to the event will still see it on their calendars.

Q: What does the “Do not sync to my Outlook Calendar” checkbox on an event do?

A: It ensures that a specific event does not appear in your Outlook Calendar. Other users remain unaffected. If the event is later updated, it will reappear unless you mark it again.

Q: If I delete an event from Outlook, will it be deleted in Clarra?
A: No. Deleting an event in Outlook only removes it from your Outlook Calendar. It remains in Clarra unless you explicitly remove it there.  Deleting an event from your Outlook Calendar only without removing yourself from the event assignees in Clarra will cause a discrepancy notification to be sent to you.

Q: Can my assistant handle these notifications for me?
A: Yes. Under User Settings > Notifications, you can designate one or more assistants to receive and act on discrepancy notifications on your behalf.

Q: What if I change my mind after excluding an event?
A: Once you mark an event as “Do Not Sync,” it cannot be undone for that discrepancy. However, if the event is updated in Clarra, it will trigger a new sync and appear on your Outlook Calendar again.