Outlook Calendar integration: interviews, 1:1s and time off

Integration capabilities

Scheduling reads free and busy time from Microsoft, and every calendar entry stays tied to the interview or 1:1 it came from.

Scheduling on live availability

With the integration installed, the date field on the interview and 1:1 forms becomes an availability picker: PeopleForce reads the invited interviewers' free and busy time from Microsoft for the day you chose — on a 1:1, both people's — and offers only the slots where they are all open. The panel is agreed in one pass instead of three messages. Busy time is the only calendar data that reaches a PeopleForce screen — never titles, never details. When a company runs both calendar integrations, availability is read from Outlook.

Every entry stays matched to its PeopleForce record

The Outlook entry is not a copy that drifts. It stays tied to the interview or 1:1 it came from, so one change in PeopleForce updates the invitation people already hold, and everybody works from the same time.

Mechanics

Automated event creation across three modules

Nothing is copied by hand and nothing waits for a nightly sync. Each record becomes a calendar entry the moment it is scheduled or approved in PeopleForce, and stays tied to it afterwards.

Record in PeopleForce	Direction	Written	Calendar entry in Outlook
An interview is scheduled	PeopleForce Outlook	At scheduling Rescheduling moves the event; cancelling removes it.	In the organiser's calendar, with the interviewers invited — and the candidate when the interview notifies them. A Microsoft Teams link is added when the interview method is Microsoft Teams.
A 1:1 is scheduled	PeopleForce Outlook	At scheduling Rescheduling moves the series; cancelling removes it.	In the organiser's calendar with the other person invited, repeating on the 1:1's schedule, always with a Microsoft Teams link. A one-off meeting outside the schedule gets its own event, also with a link.
A time off request is approved	PeopleForce Outlook	At approval Withdrawing or deleting the request removes the events.	In the calendar of the person the time off belongs to — one all-day event for the whole request, or one event per day at the hours requested, depending on the leave policy.

Time off follows its leave policy: the policy decides whether the event covers whole days or the hours requested, whether the person is marked busy, and — on the all-day kind — whether the entry is private.

Modules

Where these events come from

Module	Events
PeopleRecruit	Interviews
PeoplePerform	1:1 meetings
Core HR	Time off

How data maps between the two systems

Records travel one way and one narrow channel comes back — the answer an IT review asks for, in three lines.

Source of record: PeopleForce

Interviews, 1:1s and time off are created, approved and changed here, with the policies, roles and history behind them. Every change is what the calendar follows.

Written to Outlook: the calendar entry

Each record becomes an entry in the right person's own calendar, on whatever device they use. An edit made there changes that entry alone; the HR record stays authoritative in PeopleForce.