This feature is available for users on Core, Advanced and Enterprise account plans.
Overview
The calendar integration in Estateably allows users to seamlessly sync tasks assigned with a due date within the platform to their personal calendars and to-do lists (Google or Outlook). This integration helps users stay organized by ensuring tasks and deadlines are accessible in their preferred calendar or to-do app.
How to enable (for org admins)
Log in to Estateably: Access your account using your credentials.
Access Integrations:
Within the navigation menu, select Tools > Integrations
Enable Integrations
Activate the integration provider:
In the list of integrations, find the one for your email provider, such as Microsoft Outlook or Gmail, and click it
Configure the Integration:
A prompt will appear asking you to configure the integration.
A prompt will appear asking you to finish activating the integration
Note for Outlook Users
Connecting Outlook to Estateably requires a one-time IT admin approval in your organization’s Azure settings.
What needs to happen:
Your IT admin must enable access before you connect to your account in Estateably.
Once enabled in Azure by the IT admin, you will be prompted to enter a reason and request access.
After IT approves, close the Microsoft screen and return to Estateably.
Try connecting again in Estateably—your Outlook account will now connect successfully!
Not sure if this is already set up?
Share the following resources with your IT admin:
How to authorize (for team members and other roles)
Authenticate with providers:
Head over to Tools > Integrations > Marketplace
Click on the desired provider (you will see 2 icons, a green checkmark and an orange icon), click the three dots (…) to open the authentication menu.
Click Create user configuration
Authenticate with the provider
Choose "Sign in with Google" or "Connect" for Outlook, then follow the prompts to complete the authentication.
Remember: Your IT admin must first enable access to Estateably before this step.
Once the approval has been granted, you can proceed with the authentication.
A prompt will be displayed indicating your successful authentication.
Once you see the "Authentication Successful" message, close that window.
Complete Setup and Sync Tasks:
Click "Finish" on the screen and go back to the relevant files where you want to sync tasks
Syncing Tasks to Your Calendar
Syncing a Single Task
Access the Tasks Section:
Navigate to the Tasks section in the app
Assign user and due date
Ensure you assign the task to a user who is already authenticated with a provider and assign a due date
View Task Details
Click on View Details or click the arrow icon near the task
Sync the Task via view details
Click the Sync to Calendar option next to the Due Date field.
A prompt will appear to confirm which provider account to connect to:
If only Gmail is authenticated, only Gmail will display.
If only Outlook is authenticated, only Outlook will display.
If both are authenticated, both will display, and you must select one.
Click Sync to proceed
Sync the Task via sync icon
Click the sync icon and a confirmation prompt will display
Confirm Sync
A message will appear at the bottom of the page indicating the task has been successfully synced
Validate in Calendar
Open your calendar and confirm the task has been added as an all-day task. The event will include:
Task Name
Description (with status, phase and a link to the Estateably case included which you can click, and it will redirect you back to the platform).
The task will be added on the due date set in Estateably.
You can mark the task as Completed when ready in your calendar which will reflect into Estateably.
Task Synced confirmation **For Outlook users, the task will be added as a to-do item.
In Estateably, synced tasks will have Remove from Calendar option when you click on View Details, indicating this task is already synced and can be removed if needed or a removal icon near the task name
Managing Synced Tasks via Your Calendar
Once you've successfully synced your Estateably tasks to your calendar (e.g., Google Calendar or Outlook), you can manage and complete those tasks directly from your calendar interface. Here's how the integration works:
Marking task as completed
Open the calendar task/to-do.
Click the “Mark as Completed” button or follow the instructions within the event description (this may include a checkbox link or embedded action depending on your calendar platform).
Sync Delay: What to Expect once marked as complete
Estateably will automatically update the task status to “Completed”.
This update may take up to 15 minutes to reflect in Estateably
This delay ensures the sync has time to process properly across both systems
Removing a Task from the Calendar
Access Task Details
Navigate to the View Details section of the synced task
Remove sync via view Details
Click Remove from Calendar (same location as the Sync to Calendar option).
A confirmation prompt will appear; confirm the removal.
The task will be removed from your calendar
Remove sync via Removal Icon
click back arrow near the task name
Syncing Multiple Tasks
Select multiple tasks
In the Tasks section, select the tasks you wish to sync.
Assign a user and set a due date and click Save on the right side of the bottom menu, confirm the save
Sync Task
At the bottom of the page, click the Sync to Calendar option.
Follow the same flow as syncing a single task to authenticate and confirm
Removing Multiple Tasks from the Calendar
Access Task Details
Select multiple tasks which you want to remove from your calendar
Remove Sync
Click Remove from Calendar (same location as the Sync to Calendar option).
A confirmation prompt will appear; confirm the removal.
The task will be removed from your calendar.
