Create a meeting in ScalePad CS and have it appear in the owner's Outlook calendar, with invitations sent to attendees. You can also import an existing Outlook event. Once linked, changes to the meeting title, date, time, and attendees can sync between the two systems.

Calendar sync supports Microsoft Outlook. A meeting agenda can also sync when agenda sync is enabled. Your internal meeting notes and linked client work remain in ScalePad CS.

Before you begin

• You need a client with ScalePad CS enabled.
• You need access to the client and permission to create or update meetings.
• The meeting owner must connect their own Microsoft account and enable Outlook sync. Calendar-owner actions are restricted to the owner.

Outlook sync options appear when calendar sync is enabled for your account. If you don't see them, contact your account administrator or ScalePad CS Support.

Connect your Outlook calendar

1. Open Calendar in the left navigation panel.
2. Click Sync settings to open your personal Calendar settings.
3. In the Microsoft Outlook section, click Connect Microsoft and follow the sign-in and consent prompts. If Microsoft is already connected, click Enable Outlook sync when offered.
4. Return to Calendar settings and check that your Microsoft account is connected.

Each user connects their own account. Connecting your calendar doesn't connect another meeting owner's calendar.

Enable Microsoft Teams transcript access

Teams transcript retrieval needs two separate settings: the meeting owner must grant ScalePad CS access to Teams transcripts when connecting Microsoft, and a Microsoft Teams administrator must allow transcript access through Microsoft Graph for the organization. A working Outlook calendar connection does not confirm either of these transcript settings.

Enable Graph API access in Microsoft Teams

Ask your organization's Teams administrator to complete these steps. Microsoft Graph access to transcripts is off by default, even when the app already has permission to read transcripts.

1. Sign in to the Microsoft Teams admin center.
2. Expand Meetings and select Meeting settings.
3. Find Transcript API access and switch Microsoft Graph access to On.

4. Select Configure. If your organization wants transcripts to include speaker names, switch Include speaker attribution to On, then select Apply.
5. Select Save on the Meeting settings page. Confirm the change if Microsoft asks you to.

Illustrative Teams admin center screenshots sourced from Elqano's Teams Meetings guide. Microsoft may change the screen layout.

Organization-wide setting: Graph transcript access applies across your Microsoft 365 tenant. Each app still needs its own permissions. Use Microsoft Entra to manage which apps may read transcripts. Speaker attribution is optional and controls access to speaker names independently; if it is off, apps must request transcript content without those names.

Check the meeting owner's connection

In ScalePad CS, open Settings > Personal > Calendar and review the Microsoft connection. The meeting owner must grant Teams transcript access, including any Microsoft administrator approval requested during consent. Granting only Outlook calendar access is not enough. A transcript must also have been created in Teams for the meeting.

When transcripts are checked again

ScalePad CS checks for attendance and transcripts 10 minutes, 1 hour, 4 hours, 12 hours, and 24 hours after the meeting's scheduled end. If the final check fails, it can retry hourly for up to six more hours. These checks use the scheduled end time, even if the call finishes early.

Allow time for Microsoft's setting change to take effect. Enabling Graph access does not start an immediate retrieval or restart automatic checks for a meeting whose checking window has expired.

If attendance appears but the transcript is missing, check both transcript consent and the tenant's Graph access setting. Attendance and transcripts have separate permissions. Microsoft can deny transcript retrieval while attendance continues to work. If the transcript is still unavailable, contact ScalePad CS Support with the meeting link, scheduled end time and connected meeting owner.

Alternative: Teams PowerShell

An administrator who uses Teams PowerShell can enable and verify Graph transcript access with:

Connect-MicrosoftTeams
Set-CsTeamsMeetingConfiguration -Identity Global -EnableGraphTranscriptAccess $true
Get-CsTeamsMeetingConfiguration -Identity Global | Select-Object EnableGraphTranscriptAccess, EnableAttributedTranscripts

To permit speaker names as well, run:

Set-CsTeamsMeetingConfiguration -Identity Global -EnableAttributedTranscripts $true

For the tenant settings, see Microsoft's transcript API access guide. For the effect of transcript and speaker-attribution restrictions, see Microsoft's transcript API permissions and errors.

Create a meeting that syncs to Outlook

1. Open Engage > Meetings and click New Meeting.
2. Select the client, enter a title, and set the meeting date, start time, and end time.
3. Check the Owner. The owner defaults to you; the meeting uses that person's connected Outlook account.
4. Add attendees and an agenda as needed.
5. In the Outlook options, leave Disable Outlook linking switched off. Choose whether to sync the agenda or use the account default.
6. Create the meeting, then check its Calendar tab for the sync status. Allow the calendar update to finish before checking Outlook.

If you create a recurring meeting, it syncs to Outlook as one recurring series. An edit to an individual occurrence applies to that occurrence.

Import a meeting from Outlook

1. Select a specific client and open their Calendar.
2. Click Outlook events.
3. Set the Start and End dates and find the event you want to import. If you don't change the dates, the list shows events in the next 30 days. You can search a range of up to one year.
4. Click Import for a single event or Import series for a recurring series.
5. Open the imported meeting in ScalePad CS and review its details.

The event list is filtered to events that include one of the selected client's contacts as an organizer or attendee. If an event is missing, check the date range and the client's contact email addresses. A recurring series appears only when the date range includes at least one of its occurrences. If the next occurrence is more than 30 days away, change the Start or End date to include it, and then click Import series. Importing a series creates its upcoming occurrences in ScalePad CS; it doesn't import the entire historical series.

Link an existing ScalePad CS meeting to Outlook

1. Open the meeting and check that you are its owner and that your Microsoft account is connected.
2. In the meeting's Calendar tab, open the more-actions menu and select Link calendar event.
3. Find the existing one-time Outlook event and click Link.
4. Review the meeting details and sync status.

This links one existing meeting to one existing Outlook event. To bring in a recurring Outlook series, use Import series from the client's Calendar instead.

Choose whether to sync the agenda

The account agenda-sync default is under Settings > Meetings > Sync. Users with permission to manage basic settings can change it. A meeting owner can override the default using the meeting's Agenda in Outlook setting. For a recurring series, occurrences follow the series preference.

Check a meeting’s Outlook sync

1. Open a meeting drawer and select the Calendar tab.
2. Check the meeting owner and the calendar connection shown there. If no owner is selected, choose the owner in Details first. Each owner connects their own Microsoft account.
3. Review the linked event and sync status. If an action is needed, follow the reconnect, retry, restore or linking action offered for that state.
4. Use the meeting’s agenda-sync setting to follow the account default or choose whether to include its agenda in Outlook.

Connecting Microsoft, linking an event and resolving a sync issue can require the meeting owner. A teammate opening the same drawer does not gain control of the owner’s calendar. Internal meeting notes and linked client work stay in ScalePad CS.

Resolve a connection or sync issue

If sync needs attention, open personal Calendar settings and select Needs attention. Review the message, reconnect Microsoft if requested, and use the available retry or restore action. The meeting's Calendar tab also shows its sync state and any required action.

Disconnect your calendar

In personal Calendar settings, click Disconnect beside your Microsoft Outlook connection.

Disconnecting Microsoft stops further updates. Events already in Outlook stay there. Review the sync status before making the same change in both systems.

Related articles

• Creating and editing recurring meetings
• About account-wide Meetings

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