TABLE OF CONTENTS

1. Integrating Google and Office 365 calendars to Koho

It is possible to integrate Koho to user's Office365 or Google calendar, so that calendar entries can be imported as work sessions to Koho. Note that this is an additional feature that needs to be activated by our customer service. 

Go to "Work Sessions" and choose either Google or Office 365 tabs, depending on which one you want to use. You can import your calendar by clicking the "Connect calendar" button. This will take you to the service provider's log in page. After you have given Koho permission to use your calendar, you are automatically taken back to the calendar page. If you have several calendars, you will see a dropdown menu where you can choose the calendar you want to import.

After you have chosen the calendar, Koho shows a list of entries in that calendar. As a default you'll see entries from the last week so that the newest entry is on top. From the "Select timespan" menu you can choose the timespan you want to view.

If you are using Google calendar, from the "Calendar" option you can see the entries in a calendar form. The language of the calendar depends on the language settings of your Google account. Below the different functions of the calendar are explained in English.

The calendar has the following functions:

1. Today: You are taken back to the current day.
   Arrow to the left: You are moved one term backwards (previous week or month)
   Arrow to the right: You are moved one term forward (next week or month)
   Dropdown menu: By clicking on the dropdown menu you can see a small calendar where you can easily find the correct week or month. You can switch between months from the small arrows.
2. Print: From the "Print" button you can open the service provider's own window where you can print the calendar.
   Week: By clicking on the "Week" option you can switch the calendar to a weekly view.
   Month: By clicking on the "Month" option you can switch the calendar to a monthly view.
   Events: If you click on the "Events" button you can see a window that lists all events after the selected date. You can switch the date from the dropdown menu on the first section. If you click on the left arrow from the first section, you can move backwards. From the right arrow you are taken back to the current day.

If you click on an event in the calendar, you can see a window with the following information: title, date, time and a description of the event if there is one. If you click on the "More information" link, the event is opened into the service provider's own calendar in a new window. If you click on the "Copy to your own calendar" link, the event is opened in a new service provider's window where you can copy it.

2. The calendar view

Imported entries contain the following information: subject, time and length. If you click the entry row, the entry will open into an edit view where you can make further definitions for the entry. The edit window is explained in more detail in parts 3 and 4 of this article. If there are some entries you do not want to import, click on the "Ignore" button on the row. 

If you have already imported some calendar entries to Koho, you can see them by clicking on the "+ Show imported" button. If you click the same button again "+ Hide imported", you can hide them. If you want to see ignored calendar entries, click on the "+ Show ignored" button. Again, you can hide them by clicking the same button. If you have multiple edit windows open, you can close them all from the "Close open forms" button. 

You can use the search bar to find calendar entries based on their title, time and length.

By clicking on the "Settings" link on top of the search bar, you can switch calendar from the dropdown menu or revoke access to your Google or Office 365 account by clicking on the "Revoke access" button.

3. Importing sessions from Google calendar

After you have clicked on an entry row on the calendar view, you can see the edit form. It has the following functions: 

1. Copy: You can copy calendar entries if you for example have to divide the entry to several customers or tasks.
   Save: After you have done the necessary changes to your calendar entry, click on the "Save" button. After saving you can see the session on your "Timesheet" view or "Unconfirmed" page.
   Save and confirm: If you click on this button, the entry is saved and confirmed at the same time.  
2. On the Internal info section you can edit the date, time and add an internal comment to the session.
3. On the Invoicing section you must target the entry to a customer and a task. It is also possible to target the session to an assignment. If the calendar entry title has the name of the customer, Koho will suggest this customer to the session. In this section you can also edit the amount of hours and add an invoice description to the session.
4. You can also add products and travel products to the session if necessary. After you have selected the products, you can edit their amount, price, cost and invoice description.

4. Importing sessions from Office 365 calendar

When you are using importing sessions from Office 365 calendar, it possible to target multiple calendar entries to the same customer, project and task. Select the entries you want to import and then click on the "Import the selected" button.

In the new window you have to select a customer, project and a task for the work sessions. You can also select a target assignment if the customer has assignments. Finally click on the "Import" button.

If you click on an entry row, you can edit the entry before importing it. The edit form has the following functions: 

1. Save: After you have done the necessary changes to your calendar entry, click on the "Save" button. After saving you can see the session on your "Timesheet" view or "Unconfirmed" page.
   Save and confirm: If you click on this button, the entry is saved and confirmed at the same time.  
2. On the Internal info section you can edit the date, time and add an internal comment to the session.
3. On the Invoicing section you must target the entry to a customer and a task. It is also possible to target the session to an assignment. If the calendar entry title has the name of the customer, Koho will suggest this customer to the session. In this section you can also edit the amount of hours and add an invoice description to the session.
4. You can also add products and travel products to the session if necessary. After you have selected the products, you can edit their amount, price, cost and invoice description.

After you have saved the entries, you can see them as work sessions on your "Unconfirmed" page or "Timesheet" page. The work sessions can still be edited and they have to be confirmed for invoicing like regular work sessions. Read more about work sessions from these articles: 2.2.2 Timecard - Editing session on the "Unconfirmed"-tab and 2.3.1 Timesheet - Overview and navigation

Do you have some questions? Please contact our customer service at asiakaspalvelu@kohosales.com.