Calendar & Customer Appointments

Use Calendar in the PSA to plan work and see scheduled appointments. Personal calendar connections and feed settings live in My account → Calendar.

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Schedule an appointment

Create an event on the calendar or book a customer appointment from a ticket. Choose its time, participating technicians and any supported recurrence. Open an existing event or use Edit on its Scheduled card to change it. An event can include several technicians. Review who is invited before saving; an appointment is separate from a time entry and does not bill the customer automatically.

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Connect Microsoft 365

In My account → Calendar, connect your own Microsoft 365 calendar. This is a per-technician connection, separate from the organization’s support-mailbox and Entra integrations. Complete the requested Microsoft consent with the calendar account you intend to use. When booking a customer appointment, use the connected-calendar delivery option when offered and optionally add a Teams meeting. Review the customer attendee and appointment details before sending invitations. A disconnected calendar must be reconnected before it can receive further updates. This connection sends supported Regentra appointments to the technician’s calendar. It does not import the technician’s entire Microsoft calendar into Regentra or provide customer self-booking on the portal. Inspect an appointment’s sync status when a provider update fails.

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Repeating meetings and reminders

Choose the recurrence supported by the event form rather than creating every occurrence separately. When editing, use the choices shown for the selected event and recurrence. Configure reminders so upcoming work is visible to the participating technicians.

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Subscribe from another calendar

Generate an ICS subscription link in My account → Calendar and add it to Outlook, Google Calendar or Apple Calendar as a subscribed calendar. Subscription refresh timing depends on that calendar application. An ICS subscription is not the Microsoft 365 connection used to create or edit appointments. Treat the feed URL as private: anyone with the link can read the calendar information it exposes. Rotate or revoke it if it is shared accidentally.

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Availability and routing

Calendar events marked as blocked time can make a technician ineligible for automatic assignment when the technician group is configured to honor calendar blocks. This is separate from the Away switch and from customer SLA business calendars.