Kalix allows you to sync your calendar with iPhone, Mac, and Outlook calendars and any other calendars that use the iCalendar format. Appointments scheduled in Kalix will appear within the synced calendar.
Note: You cannot edit appointments within the synced calendar (Mac Calendar or Outlook Calendar), i.e., the appointments appear in a view-only format.
Google Calendar Integration
Kalix also has a direct integration with Google Calendar, allowing you to sync your Kalix calendar with Google Calendar to view your appointments and personal events all in one place.
Kalix's Google Calendar integration allows you to choose between a one-way and two-way sync, select which calendars to sync, whether to display clients' names and how synced events are displayed.
Contents of this article:
Enabling iCalendar Sync
The first step when setting up the icalendar sync is to enable the feature.
1) Navigate to the Calendar Sync section of the Appointments page.
2) click on the switch to enable.
Please Note: switching off the iCalendar sync again will cause the sync URL to fail and calendar syncs to no longer work, i.e., new appointments will not appear on synced online calendars.
If disabled, you must re-add the new sync URL to all synced online calendars.
3) The Calendar Options section will appear.
4) Select whether clients' names are displayed as part of the synced appointment details (see the next section for more information).
5) Select the locations and clinicians you wish to sync appointments for.
Please note: that a new calendar link is generated each time you change the calendar options. Modifications to settings will not change existing calendar syncs.
6) Click on the copy icon to copy the URL (you may also click to highlight the URL and use control C to copy it).
Show 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, unselect Show Client Names under Calendar Options.
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 your calendar has been correctly synced, open up your calendar on your iPad or iPhone and select Calendars at the bottom of the screen. Your Kalix calendar should be 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.'
Finally, 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), and click Kalix (or Folder Name given) to view.
Frequency of Calendar Update
As a default, the Outlook calendar checks with Kalix every 30 minutes for updates to your account. You can manually check for 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 your 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 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 (the US only)
If you are using Kalix in the US, special consideration must 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 excludes client names as part of the calendar sync, i.e., calendar entries include appointment type, location, and room number, but not clients' names. 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, tick 'Do not sync client names' to exclude client names from the calendar sync.
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 in this scenario is between Kalix and your Outlook calendar. This is encrypted and HIPAA compliant. However, suppose you do not maintain adequate security measures on your computer. In that case, i.e., you share your calendar with others, your computer is not password protected, or you leave your computer open while you are away from your desk, HIPAA compliance is not maintained.
Electronic data transmission occurs if you sync your Outlook calendar between two or more computers or you use Microsoft Outlook online (via Office 365). 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 in this scenario is between Kalix and your Mac calendar, which 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, or you leave your computer open while you are away from your desk, HIPAA compliance is not maintained. Electronic data transmission and HIPAA compliance are not maintained if you sync your Mac calendar with iCloud or your iPhone/iPad calendar.