Kalix allows you to sync your calendar with Google, Mac and Outlook calendars as well as any other calendars that uses the iCalendar format. Appointments scheduled in Kalix will appear within the synced calendar.
Note: You are not able to edit appointments within the synced calendar (Google, Mac calendar or Outlook calendar) i.e. the appointments appear in a view-only format.
This is a one way sync only. Appointments scheduled within the synced calendar will not transfer into Kalix.
Contents of this article:
Creating a Sync URL
When you click on Appointments you will see the third tab is Calendar Sync.
Click on the Calendar Sync tab.
Click on the button to change to 'Sync Enabled', the Sync URL field will appear as well as Calendar Options.
Choose your Calendar Options and then click to copy the URL (may also highlight the URL and use control C to copy it).
Choose your Calendar Options and then click the icon to copy the URL (may also highlight the URL and use control C to copy it).
Note: Unselecting the Calendar Sync Status again will cause the sync URL to fail, and calendar syncs will no longer work, i.e new appointments will not appear on synced online calendars.
If you reset the iCal Sync (un-select and then re-select) the sync will break and you will need to re-add the new sync URL to all synced online calendars.
Do Not Sync Client Names
Kalix provides the option of excluding client names as part of the calendar sync i.e. calendar entries will include appointment type, location, and room number, but not the client's name. You may wish to exclude clients' names for privacy and security reasons (US customers, see the section HIPAA Compliance), to do this just tick 'Do not sync client names'.
Google Calendar Sync
Go to your Google Calendar. After copying your unique syncing address from Kalix (as described above), click on the + icon as shown below.
Select the "From URL" option.
Paste the unique URL in the field (control V) and click 'Add Calendar'.
It takes a few seconds to import your calendar, after which your Kalix appointments are shown on your Google calendar under Other Calendar (as shown below).
Google calendar will automatically name the calendar using the URL address. You can change this name by clicking on the 3 vertical dots (see below). Followed by settings.
On the settings page, clear and enter a new name within the name field.
You can also modify other settings on this page such as set-up appointment notification (under event notifications) and a daily agenda email.
Viewing your Kalix Calendar in Google
When viewing your Kalix calendar in Google Calendar, make sure you have the calendar selected (as shown below).
Syncing with Google Calendar App
If you are also view your synced Kalix calendar using the Google Calendar app (Apple and Android phones and devices e.g. iPad and iPhone). Make sure you have your newly synced calendar visible, to do this please follow the instructions below:
Open the Google Calendar app.
In the top left, tap Menu
Tap the name of the calendar that isn't showing up. If you don't see the calendar listed, tap Show more.
Still Having Issues? - Check that the Calendar is Synced
Open the Google Calendar app and select the Menu icon on the top left.
Scroll down and tap Settings
Tap on the name of the calendar. If you don't see the calendar listed, tap Show more.
Select the calendar.
Now within the calendar settings, at the top of the page, make sure Sync is on (blue).
Frequency of Google Calendar Update
it may take 8 hours for changes in your Kalix calendar to appear in your Google Calendar. This delay is the responsibility of Google and is beyond our control at Kalix. The delay is related to the frequency that Google calendar is programmed to sync with other calendars using the icalendar format. Unfortunately, at this time Google does not allow users to adjust sync frequency.
iPad and iPhone Calendar Sync
First you need to copy your sync URL from Kalix. Note: you can log into your Kalix account from your iPad or iPhone via your preferred browser.
Go to Settings on your iPhone/iPad.
2. In Settings, choose Accounts & Passwords. Followed by Add Account.
3. Next select Other.
3. Now select Add Subscribed Calendar.
4. Enter your unique syncing URL in the Server field. Click Next.
6. Now add your calendar's name in the Description field. Select Next and then Done.
To check that you calendar has been correctly synced, open up your calendar on your iPad or iPhone and select Calendars on the bottom of the screen. Your Kalix calendar should be shown ticked on your list of calendars (as shown below).
Go to the File menu and choose New Calendar Subscription. Paste the unique URL in the field (Control V) into the Calendar URL field, and click Subscribe.
Choose a name and the Auto-refresh period, for example every hour. Click OK.
Wait a few seconds and the calendar is synced.
Outlook Calendar Sync
After copying your unique syncing address from Kalix (as described above), open Outlook. Click on 'File' on the top menu bar followed by 'Info' then 'Account Settings' and Account Settings' again (as shown below on Outlook 2013).
Next 1) select the 'Internet Calendars' tab, 2) click 'New', 3) paste (control V) your unique syncing address as 'the location of the internet calendar that you want to add to Outlook' and 4) click 'Add'.
Next add Kalix (or your name of choice) as the 'Folder Name' and click 'OK'.
After copying your unique syncing address from Kalix (as described above), open Outlook and then your Calendar. In Calendar, right click on 'My Calendar' on the left side panel (as shown below), click Add Calendar then select 'From Internet'
Paste (control V) your unique syncing address as 'the location of the internet calendar that you want to add to Outlook' and click 'OK'.
Next add Kalix (or your name of choice) as the 'Folder Name' and click 'OK'. The dialogue box, above will appear, click 'Advanced...' The 'Subscription Options' dialogue box will appear, add Kalix (or your name of choice) as the 'Folder Name' and click 'OK'.
Viewing your Kalix Calendar in Outlook
Go to your calendar, under 'Other Calendars' on the left side panel (as shown below), click Kalix (or Folder Name given) to view.
Frequency of Calendar Update
As a default, Outlook calendar checks with Kalix every 30 minutes for updates to your account. You can manually check of an update by selecting Send/Receive All Folders as shown below.
1) Open your Yahoo calendar and click on Actions as shown below.
2) Choose the option - Follow other calendars
3) The below window will appear. Fill this out as described below:
Give you calendar a name for easy identification
Enter your Kalix iCal address (found on your Kalix calendar page as shown below)
Choose the color you wish to assign Kalix appointments
Choose how you would like your calendar updated or "Refreshed"
Select "Automatically" for Yahoo to automatically check for changes to your Kalix calendar
Select "Manually" for your calendar sync to only to update when you manually select the Refresh link (see below for details)
Select whether you wish to receive reminders about upcoming appointments
4) Click save and Done!
Refresh your Calendar Sync
To refresh your Kalix calendar sync (or check for updates to your Kalix calendar), click on the down arrow next to the calendar label (as shown below) and then choose Refresh.
Calendar Syncing and HIPAA-compliance (US only)
If you are using Kalix in the US, special consideration needs to be given when using this Calendar Syncing functionality. If choosing to display clients' names as part of this functionality, HIPAA requirements apply. Clients' names are classified as Protected Health Information (PHI).
Kalix provides the option of excluding client names as part of the calendar sync i.e. calendar entry includes appointment type, location and room number, but not clients' name. As appointment type, location and room number details are not classified as PHI, just excluding clients names will ensure HIPAA compliance. At the bottom of the Kalix calendar, under the section titled iCal Sync, just tick 'Do not sync client names', to exclude client names from the calendar sync.
If you choose to display the clients' name as part of iCal sync with Google Calendars, you will need to obtain a Business Associates Agreement (BAA) with Google. From late 2013 Google commenced offering BAAs to users who have an Administrator account with Google Apps for Business, Education, or Government domains (for services including Google Calendar, Google Drive, and Google Apps Vault services) , click here for more details. Google is now able to offer BAAs as they have sought and received the required security certifications for HIPAA compliance such as FISMA, ISO 27001, and SSAE 16.
Note: Google states " Customers who have not entered into a BAA with Google must not use Google services in connection with PHI." Click here for more information.
Unfortunately whether or not Kalix iCal sync with Outlook Calendar is HIPAA compliant is not as clear cut. If you use Outlook locally on one computer, HIPAA compliance depends on the security practices you maintain for your computer. The only data transmission is this scenario is between Kalix and your Outlook calendar, this is encrypted and HIPAA compliant. However, if you do not maintain adequate security measures on your computer i.e. you share your calendar with others, your computer is not password protected, you leave your computer open while you are away from your desk, obviously HIPAA compliance is not maintained.
If you sync your Outlook calendar between two or more computers and/or you use Microsoft Outlook online (via Office 365), electronic data transmission is occurring, hence you are required to enter a BAA with Microsoft. For more information about this click here.
Mac iPhone/iPad Calendar
If you use Mac Calendar locally on one computer, HIPAA compliance depends on the security practices you maintain for your computer. The only data transmission is this scenario is between Kalix and your Mac calendar and this is encrypted and HIPAA compliant. However, if you do not maintain adequate security measures on your computer i.e. you share your calendar with others, your computer is not password protected, you leave your computer open while you are away from your desk, obviously HIPAA compliance is not maintained. If you sync your Mac calendar with iCloud or your iPhone/iPad calendar, electronic data transmission is occurring and HIPAA compliance is not maintained.