How to Sync WooCommerce Bookings to Microsoft Outlook Calendar

In this article, we will cover how to sync WooCommerce bookings to your Microsoft Outlook Calendar as an event and let your customers join the events as attendees. This way you can offer your customers the ability to add bookings to their personal calendar as an event.

Before proceeding, you will require the following to access this feature:


Reference

If you are on the older versions, refer the following article to update the plugin to the latest version.

* How to update WooCommerce Bookings & Appointments plugin

Sync WooCommerce Bookings to MS Outlook Calendar

After updating the WooCommerce Bookings and Appointments plugin to the latest version, visit the plugin settings.

woo_bookings_setting

On the plugin settings page visit the MS Outlook Sync tab and enable the MS Outlook Event Sync option.

enable_ms_outlook_event_sync

To configure the MS Outlook Sync, you must find your Client ID and Client Secret. Firstly, go to the Azure portal and sign in to your work, school, or personal Microsoft account.

sign_in_to_ms_azure_portal

Once, you’ve done this, click on the View button under the Manage Microsoft Entra ID option as shown in the image below.

ms_entra_id_click

Click on the Add option and select the App Registration option from the drop-down as shown in the image below.

ms_entra_id_app_registrations

Fill in the “Name” field as per your preference. For example, fill in the Display name as ‘PH Bookings Sync’. Then under “Supported account types” choose the option “Accounts in any organizational directory (Any Azure AD directory- Multitenant) and personal Microsoft accounts (e.g. Skype, Xbox)“.

register_applications

Once done, select “Web” under the “Select A Platform” option in the Redirect URI section. Enter the redirect URI from the bookings plugin settings as shown below and click on the Register button.

copy_redirect_uri_to_plugin

After registering, you will get the Client ID/Application ID you need to enter in the bookings plugin settings as shown below.

application_id

To get the Client Secret, click on the Certificates & Secrets option under the Manage section on the left panel of the screen, as shown below.

certificates_and_secret

Click on the New Client Secret button to create a client secret and enter the Description and the number of days after the client secret expires under the Expires option, as shown below.

create_new_secrets

After adding the expiry days, you will get the client secret under the “Value” column, which you need to enter in the bookings plugin settings as shown below.

client secret values

The next thing that you will need to do is go back to the left side panel and find the API Permissions option as shown below:

api_permission

Under the Configured Permissions section, click on the Microsoft Graph option, and click on the Delegated Permissions option as shown below.

microsoft_graph_api

Next, search for the Calendars.ReadWrite in the search panel, select it once found, and then click on the Update Permissions button.

calendar_permission

Go back to your WooCommerce store and make sure you have entered your Client ID and Client Secret in the respective fields. Save these settings first by clicking on Save Settings. Then click on the Sign In to MS Outlook button.

setting_complete

Once connected to your MS Outlook, the plugin will update the Connection Status as shown in the image below.

connection_to_ms_outlook_successful

Complete the Microsoft Outlook Calendar Sync Setup

After syncing successfully, follow these steps to finalize the setup:

  • Under the Outlook Calendar for Bookings section in the plugin settings, select the calendar you want to sync. It will display the calendars available in your Microsoft Outlook account. 
  • If your calendar is not reflected yet, click on the Refresh Calendar List button.
outlook calendar

  • If you want to customize and display only particular bookings as events, you can do this under the “Booking Status Filter” as shown below
booking status filter

You can also email the customers an email notification of the event by enabling the Add Customer as Event Attendee option.

add_customer_as_attendees

This way customers also get an option to add the bookings to their respective calendars.

Check your Microsoft Outlook Calendar to ensure that the bookings are now reflected as events.

microsoft outlook calendar integrated

Modify WooCommerce Bookings Event Details

You can customize the booking details that get added to the calendar events by selecting from the following placeholders:

  • [ASSET]

Enter this in the event title or description to add asset details from bookings to the calendar event

  • [BOOKING_STATUS]

Enter this in the event title or description to add the booking status from bookings to the calendar event

  • [BOOKING_COST]

Enter this in the event title or description to add the total booking cost from bookings to the calendar event

  • [BILLING_ADDRESS]

Enter this in the event title or description to add the billing address from bookings to the calendar event

  • [BOOKING_NOTES]

Enter this in the event title or description to add the booking notes (if any) from bookings to the calendar event

  • [CUSTOMER_NAME]

Enter this in the event title or description to add the customer name from bookings to the calendar event

  • [CUSTOMER_PHONE]

Enter this in the event title or description to add the customer’s phone number from bookings to the calendar event

  • [CUSTOMER_EMAIL]

Enter this in the event title or description to add the customer’s phone number from bookings to the calendar event

  • [PARTICIPANT]

Enter this in the event title or description to add the participant details from bookings to the calendar event

  • [PRODUCT_NAME]

Enter this in the event title or description to add the bookable product’s name from bookings to the calendar event

  • [RESOURCE]

Enter this in the event title or description to add the booking notes (if any) from bookings to the calendar event


If you face any issues or need assistance exporting WooCommerce bookings to the iCalendar, please contact our support team.