Connect Email to Calendar | Axero Documentation

Introduction

This guide explains how to connect your personal email to the Axero platform calendar so event invitations are sent from your email address instead of the system default. It also covers how site administrators can connect a default Microsoft Outlook account for organization-wide event notifications.

Overview

• Introduction
• Connect Your Personal Email
• Default Outlook Account (Required for Calendar Sync)
• Troubleshooting
• Support and Feedback

Connect Your Personal Email

Watch the video walkthrough or follow the steps below.

1. From the header, select your profile name.
   
2. Select Calendar.
   
3. Select the options menu.
   
4. Select Email Settings.
   
5. Enter your email settings. You can get SMTP and incoming mail server settings from your email provider.
   

   Tip: Leave the "Include calendar view..." option unchecked for Gmail accounts so RSVPs are not lost.

6. Select Save Changes.
   

Your personal email is now connected. Event invitations will be sent from your email address.

Default Outlook Account (Required for Calendar Sync)

When Outlook Calendar Sync is enabled, Axero requires a fallback Outlook account to handle event invitations for users who have not synced their own calendar. Connect a default Microsoft Outlook account so these users can still create events and send invitations through the platform.

Use a shared or service account (e.g., events@yourcompany.com) rather than an individual employee's personal account. This account will be the sender for event invitations when the event creator has not connected their own Outlook account. Using a service account prevents disruption if the individual leaves the organization.

Site administrators can also set default email server values and control whether users can change their personal settings from Control Panel > System > System Properties > Default Email Server.

1. Navigate to Control Panel > System > General Settings.
2. Expand Email Settings.
   
3. Scroll down to Additional email settings and select Connect.
   
4. Select the Outlook account to use for event email notifications.
   
5. Review the permissions and select Accept.
   

The Outlook account is now connected. Event notifications will be sent from this account when a user who has not connected their own Outlook account creates an event.

Troubleshooting

"Default Outlook account is required" error when creating events

This error appears when Outlook Calendar Sync is enabled but no Default Outlook Account is configured. Users who have not synced their own calendar cannot create events until an administrator connects a Default Outlook Account under Control Panel > System > General Settings > Email Settings. See the Default Outlook Account section above.

Email invitations are not being sent

Verify that your SMTP server settings are correct. Check with your email provider for the correct server address, port, and authentication requirements.

RSVPs are lost or missing for Gmail accounts

Make sure the "Include calendar view..." option is unchecked in your email settings. This option can interfere with how Gmail processes RSVP responses.

Cannot connect a default Outlook account

Ensure the Outlook Calendar Sync Administrator Setup has been completed. The Entra app registration and API permissions must be configured before an Outlook account can be connected.

Support and Feedback

We are always working to improve our documentation. If you encounter an issue not covered here, or if a step could be clearer, let us know through a Support Case so we can help you and improve this guide for everyone.