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Link an Outlook Calendar to a Caseworker

 

An Outlook Calendar can be connected to the Find Your Ally appointment portal to ensure appointments appear directly on your professional Outlook calendar.

  • Security Requirement: For security purposes, Outlook Calendar connections must be established by the caseworker personally. This process requires a direct login to your individual Microsoft instance to authorize the sync.

Establish a New Connection

  1. Login to the Find Your Ally appointment portal
  2. Navigate to your Caseworker profile edit screen.
  3. Navigate to Step 4: Connections section.
  4. Expand the Outlook Calendar connection accordion by clicking on the toggle. 
  1. Select from either New One-way Sync or Shared One-way Sync. One-way syncs will only send appointment information from Find Your Ally to the Outlook Calendar.
    • New One-way Sync vs. Shared One-way Sync: 
      • Use a New One-way Sync to establish a fresh, individual connection between your Find Your Ally profile and your Outlook account. 
      • Use a Shared One-way Sync to link your profile to an Outlook connection that has already been authorized by another user. This is ideal for teams where multiple caseworkers share a single departmental calendar; however, please note that one person must establish the initial "New" connection before it becomes available for others to select as a "Shared" sync.

  2. Click the Sign in with Outlook button.

  3. Microsoft Login: A Microsoft prompt will appear. Enter your professional Email address or Phone Number and complete the login process.

  4. Finalize Connection: After a successful login, you will be redirected back to Find Your Ally. Use the dropdown menu to select the specific Sub-calendar where your appointments should be recorded.
  1. Save Changes: To activate the sync, scroll to the bottom of the page and click Save or Publish.

Troubleshooting: IT Admin Approval

If your organization’s Microsoft Azure settings restrict third-party apps, you may see an "Approval Required" screen during login.

  1. Submit a Request: In the text field provided (labeled "Enter justification for requesting this app"), enter a brief note explaining that this is required for the Find Your Ally calendar sync.

  2. Request Approval: Click the Request Approval button.

  3. Contact IT: We recommend following up with your IT department or Azure Administrator to let them know a request is pending for the "Find Your Ally" app.

     

IT Administrator Action: Granting Tenant-Wide Consent

If you are an IT Administrator receiving an approval request for the Find Your Ally app, follow these steps to authorize the calendar sync for your organization:

  1. Sign In: Access the Microsoft Entra admin center as at least a Cloud Application Administrator.

  2. Locate the App: Navigate to Identity > Applications > Enterprise applications > All applications.

  3. Search: Find and select the Find Your Ally (or relevant calendar sync) application from your list.

  4. Review & Grant: * Under the Security section, select Permissions.

    • Review the requested permissions (typically Sign in and read user profile and Full access to user calendars).

    • Click Grant admin consent for [Your Organization Name].

  5. Confirm: Once you click Accept in the permissions window, the "Approval Required" block will be lifted for all users in your tenant.

[!TIP] For a detailed walkthrough of this process, including alternative methods via PowerShell, please refer to the official Microsoft guide: Grant tenant-wide admin consent in Enterprise apps pane.

 

Finalizing After IT Approval

Once your IT department has confirmed that the app is approved for your organization, you must return to Find Your Ally to complete the link:

  1. Return to the Caseworker profile in Find Your Ally.

  2. Navigate back to Step 4: Connections.

  3. Click Sign in with Outlook again.

  4. Since the app is now approved, the system will allow you to complete the login. Select your Sub-calendar and click Finish to activate the sync.

Connecting another Caseworker through a shared connection

  1. If there is a parent or shared Outlook Calendar connection that has already been established, it can be connected to additional Locations/Caseworkers.
  2. Navigate to the Caseworker edit screen.
  3. Navigate to Step 4: Connections section.
  4. Expand the Outlook Calendar connection accordion by clicking on the toggle. 
  5. Select a Shared One-way Sync.
  6. In the dropdown, choose from an existing connection. If you don't see the existing connection you are looking for, that original connection may not have been set up as a shared connection OR you may not have the permissions needed.
  7. After the shared connection is selected, click on Save.
  8. Select the appropriate sub-calendar from the dropdown.
  9. Click on Finish.
  10. Confirm that you have an active connection by looking for the word Connected in the accordion header.

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