Integration: Sync Trakstar Hire with Your Outlook Calendar
You can sync your organization's Outlook calendars with Trakstar Hire by connecting a single Outlook Global Admin account. Once connected, Trakstar Hire automatically syncs calendars for users in your Outlook organization based on their email addresses, making interview scheduling easier across your team.
Before You Begin
To complete the setup, you'll need:
- An Outlook account with Global Admin permissions.
- Access to Settings > Sync Calendar in Trakstar Hire.
Note: A Trakstar Hire Super Admin is not necessarily an Outlook Global Admin. If you don't have the required Outlook permissions, you'll need your organization's Outlook Global Admin to complete the authorization or have them do the syncing.
Connect Your Outlook Organization
- In Trakstar Hire, navigate to Settings > Sync Calendar.
-
Select Connect an Outlook Admin Account.
- You'll be redirected to Microsoft's sign-in page.
- Sign in using an Outlook account that has Global Admin privileges.
- Review and accept the requested permissions to complete the connection.
If you attempt to connect using an account without Global Admin permissions, Microsoft will display an authorization error.
In that case, have your organization's Outlook Global Admin sign in and complete the authorization instead.
Microsoft Permissions Requested
During setup, Trakstar Hire requests the following Microsoft Graph permissions.
| Permission | Purpose |
|---|---|
| Sign in and read user profile | Allows Trakstar Hire to obtain refresh tokens so calendar synchronization remains connected without requiring users to sign in repeatedly. |
| Read all users' full profile | Used to match Outlook users with their corresponding Trakstar Hire users by email address. |
| Read and write calendars in all mailboxes | Allows Trakstar Hire to display Outlook calendar availability and create interview events on users' calendars. |
Calendar Privacy
Trakstar Hire respects the privacy settings configured in Outlook.
The information displayed in Trakstar Hire matches the visibility configured for each Outlook calendar event.
Event titles are only visible in Trakstar Hire when:
- The Outlook event sensitivity is not set to:
- Private
- Confidential
- Personal
- The event is not marked as Busy.
If you want additional event information to appear in Trakstar Hire, update the event's privacy or availability settings directly in Outlook. Trakstar Hire mirrors those settings automatically.
After the Sync Is Complete
Once the Outlook organization is connected:
- All team calendars are linked automatically using matching email addresses.
- Recruiters can view interviewer availability while scheduling interviews.
- Interview events created in Trakstar Hire are automatically synchronized to users' Outlook calendars.
- Calendar synchronization is managed through the connected Outlook Global Admin account, eliminating the need for individual users to connect or maintain their own calendar integrations.
Outlook Exchange Requirements
If your organization uses Microsoft Exchange, the integration requires one of the following:
- Exchange 2016 CU3 (or later) for on-premises deployments.
- A current Microsoft 365 Exchange Online tenant.
Refer to Microsoft's Exchange documentation to verify that your environment meets these requirements before configuring the integration.
Government Outlook Accounts
Microsoft Government (GCC) Outlook environments do not support the third-party integration model required by Trakstar Hire. As a result, Outlook calendar synchronization is not available for Government Outlook accounts.
If you need additional assistance, contact the Trakstar Hire Support team at hire@trakstar.com!