Setting up the Outlook calendar integration

Leapsome allows you to automatically synchronize your 1:1 and team meetings between Leapsome and Outlook. Changes in Outlook will be reflected in Leapsome and vice versa.

Activating the integration

To set up the integration, you can choose one of these three options:

• Create a new meeting and click the ‘Sync with Outlook Calendar’ button at the top 
• Open an existing meeting, go to the meeting settings, and click ‘Sync with Outlook Calendar.’
• Visit Settings > Profile settings and click ‘Sync with Outlook Calendar’ there

You will be redirected to a Microsoft login page and have to grant Leapsome access rights to your calendar. Once this is completed, you can use the integration.

Linking to an existing Outlook Calendar event

To link an existing Outlook Calendar event to a new or existing meeting in Leapsome, please follow these steps:

• Once the initial setup is complete, you will see a new button called ‘Link to existing Outlook Calendar Event.’

• Clicking that button will fetch a list of all recurring events that you have in your Outlook Calendar. You will see a drop-down menu and can type to search for the event title
• When you select an event, its participant list will immediately be shown in your Leapsome meeting (as long as the meeting participants have Leapsome accounts with matching email addresses).

Going forward, all changes to your Outlook Calendar event (e.g. timing, title, meeting link, or participants) will be reflected in Leapsome - a change may take around 10 minutes to show up in Leapsome.

Creating a new Outlook Meeting from Leapsome

You can also create a new Outlook Calendar event when setting up a new meeting in Leapsome. To do so, create a new meeting in Leapsome and enable the checkbox 'Create Outlook Calendar Meeting'.

Unlinking an Outlook Meeting

To unlink an event, please click the corresponding button in your Leapsome meeting settings.

FAQ and Troubleshooting

What happens if I delete a single meeting in Outlook?

Your notes and talking points in Leapsome remain safe - we will update the meeting time to the next date in the meeting cadence.

What happens if I remove an entire meeting series in Outlook?

The corresponding meeting in Leapsome will remain in place. If you’d like to delete the Leapsome meeting as well, please follow our instructions for deleting a Leapsome meeting. 

What happens if I deactivate or delete a meeting in Leapsome?

The corresponding Outlook meeting will remain in your calendar. If you wish to delete the Outlook meeting as well, please go to Outlook and delete the meeting there. 

I can’t find my meeting among the existing meetings.

Only recurring and active meetings will be shown in the list. Please make sure that your meeting is recurring and not canceled.

My Outlook meetings stopped syncing.

This can happen if you (or the meeting creator) change their Outlook password. To reenable the sync, please go to your Settings > Profile settings in Leapsome, click ‘Unlink from Outlook’ and reenable the sync following the steps above.

A new meeting participant is not showing up in Leapsome.

For meeting participants to show up in Leapsome, they need to have an active Leapsome account with a matching email address.

Can I join a video conference directly from Leapsome?

To join a video conference (e.g., Zoom), you have to open the Outlook meeting and join from there.

Can I edit the notifications for my meetings?

By default, Leapsome will notify you around 2 hours before the meeting. This gives you and the other participants enough time to read the agenda and add talking points.  You will also receive notifications from your Outlook calendar. You can edit these directly within the Outlook meeting.

Can an Admin set up the integration on behalf of other colleagues?

That is not possible, as, during the setup process, each user has to grant Leapsome access to their personal calendar using their personal Microsoft Account. Please note that only the owners of meetings have to set up the integration.