Overview
The Outlook synchronization feature allows Seatti to automatically detect user absences from their Outlook calendars and reflect them in the Seatti platform. This ensures bookings remain accurate and workplace resources are used efficiently — all without any manual input.
How Synchronization Works
Seatti automatically detects valid absences from users’ Outlook calendars within the predefined advance booking period. Once an eligible absence is identified, Seatti will automatically update the user's booking status.
Requirements for Automatic Detection
To ensure Seatti can identify an absence and take appropriate action, the following conditions must be met:
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The calendar entry must be marked as “away”: Only entries explicitly marked as “away” (e.g., using Outlook’s “Out of Office” or “Away” status) are considered.
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The absence must last at least 4 hours, either:
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in the morning (e.g., 8:00–12:00), or
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in the afternoon (e.g., 1:00–5:00)
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If both criteria are fulfilled, Seatti will recognize the entry as a valid absence.
Automatic Status Booking by Seatti
Once a valid absence is detected:
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Seatti automatically creates a status booking for the corresponding period with the label “away”.
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The title of the calendar event is NOT displayed, ensuring user privacy.
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Any previously booked desks will be automatically released, making them available to other colleagues.
Benefits of Synchronization
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Saves time: No need to manually update your status or bookings.
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Efficient desk usage: Automatically frees up desks during absences.
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Privacy-friendly: Only the “away” status is processed — calendar titles or content remain private.
Frequently Asked Questions (FAQ)
What happens if I’m absent on short notice?
Only events within the configured advance booking window are considered. Last-minute absences may need to be manually updated in Seatti.
Can I disable the synchronization?
This is currently a global setting managed at the organization level. Please contact your Seatti admin team if you have questions.
Will private calendar events be detected?
Yes — as long as they’re marked as “away” and meet the duration requirements. However, only the absence status is synced, not the event title or content.