Bi-directional Outlook sync for better resource scheduling

How our advanced, real-time, bi-directional Outlook sync will revolutionize how your organization uses Outlook for resource scheduling. Seamless integration allows for organization-wide multi-resource views, accurate availability analysis, capacity planning, conflict management, reporting, dashboards, and more.

OCS replaces TESS for seamless Outlook integration and real time resource scheduling in Outlook.

New Outlook resource scheduling sync will revolutionize how organizations use Outlook calendars

Timewatch’s Outlook Calendar Sync (OCS) will change the way your business schedules and reports upon employees and help you track staff availability, capacity, and utilization.

OCS makes organizing your staff easier and more efficient, and is particularly helpful when managing remote workers and employees needing to work from home. No more juggling calendars, no more emailing employees to tell them to edit, move, add or delete dates. OCS automatically and seamlessly syncs bookings scheduled in our WhiteSpace® (and Time&Space®) products with everyones’ Outlook calendars.

Think you’ve heard this before? Sure, doctors & dentists send appointments to your calendar but if the appointment changes you need to delete the old date and add the new time. That might be OK if you receive one or two appointments each year but if a successful organization is meeting the needs of its employees and customers, there is the potential for dozens of appointments and updates that need to be changed every day.

One mistake can cost your business money. A lot of money. Not to mention your reputation.

Outlook Calendar Sync is the complete global calendar tool

“OCS revolutionizes the Outlook platform and transforms it into a complete global calendar tool,” explains Senior Timewatch Product Specialist Anthony Vaccaro.

“OCS allows companies to quickly and easily track their employees and report on the data already in Outlook.”

OCS publishes bookings made in Whitespace® in Outlook and makes appointments made in Outlook visible to schedulers, team leaders, and managers.

Seamless, real-time integration delivers a complete and accurate, organization-wide understanding of employee workload, capacity, availability, and utilization.

Outlook Resource Scheduling
OCS seamlessly syncs employee bookings made in Whitespace with Outlook, and Outlook appointments with Whitespace. This ensures employees always have up to the minute information on their schedules, and schedulers have real-time visibility of true employee availability.

How does Timewatch’s OCS allow reporting on Outlook Calendars?

OCS publishes bookings made in Whitespace® into the relevant employee’s Outlook calendar, and keeps them in sync should there be any changes or updates in either system. It also makes Outlook appointments available for reporting in Whitespace®. As the integration is bi-directional, it consolidates employee’s Outlook bookings, which allows organizations to report upon them centrally – something that Outlook itself cannot do.

As an organization-wide resource scheduling solution, Whitespace® allows customers to capture important additional information on bookings and appointments. Examples include; type of work, customer name, project, work order number, etc. OCS can also publish this additional data into Outlook. OCS can protect certain appointments from being modified by the user, again, something Outlook itself cannot do.

OCS has been invaluable to customers through Covid-19, allowing managers to see employee workloads so that they can be managed efficiently. Instant availability analysis has also helped when people become sick. Schedulers can instantly view the sick person’s workload and distribute their work to others with the same skills and with the availability to complete the work, ensuring that customers remain as unaffected as possible.

OCS is the tool that allows this all to happen. A customer can implement OCS and be reporting on all future and past work on the same day. It gives companies instant access to crucial employee workload and future availability information that could affect their survival.

OCS takes the guesswork out of scheduling

“OCS takes the guesswork out of customers searching for ways and ideas on how to turn Outlook into a global calendar tool to track availability, capacity and utilization for their employees,” explains Vaccaro.

Our previous sync product – Timewatch Exchange Sync Server – was a server system that monitored everyone’s Outlook and Whitespace calendars and kept them in sync. It worked with Exchange and Office 365, but Microsoft has evolved its technology which has allowed Timewatch to create OCS and deliver improved Outlook scheduling on the back of this latest Microsoft tech.

For existing Timewatch customers – OCS replaces Timewatch Exchange Sync Server, a move that means customers no longer need to purchase a separate server for TESS to run on. OCS is now part of our efficient cloud service.

For new customers – OCS is a seamless sync with Outlook. TESS was previously only available to our corporate customers with private servers, but with OCS Outlook calendar reporting is available to all customers.

“Outlook is the global standard for individual calendars but it has always lacked the tools required to search for availability and capacity across teams, groups, skill sets, and date ranges,” says Vaccaro. “OCS transforms Outlook within minutes to easily consolidate calendars and begin reporting on the data captured inside Outlook”.

OCS is available with Timewatch’s latest Version X6 system which will be available to new customers starting March 2020 and will be rolled out to existing customers as an upgrade to our older Timewatch Exchange Sync Server (TESS) customers upon request.

Better use of your existing human capital means your business does not necessarily need to make new hires to successfully meet your current and future business demands. By increasing ‘bookability’ of resources through better scheduling, customers have increased utilization between five to 10 percent. That’s like getting a free new hire for every 10-20 employees.

WhiteSpace® is available as a cloud product (which we recommend for all our software) or on-premises. It can be fully and seamlessly integrated with Office 365 to synchronize with Microsoft Outlook calendars.

WhiteSpace® also forms the scheduling engine of Time&Space®, our complete professional services automation solution.

Learn More

If you would like to speak with someone about our resource capacity planning systems can help your organization, please contact us using the form to the right.

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