Importing and Syncing Your Outlook Calendar Meetings

Prospo connects to your Microsoft Outlook calendar so your client meetings are captured automatically — no manual data entry needed. You can either import meetings one at a time or turn on automatic sync so Prospo stays up to date in the background.

Before You Start

Two things need to be in place before calendar sync will work:

1. Your organisation admin must connect Microsoft 365 Your Prospo admin needs to set up the Microsoft 365 integration for your organisation. You can check this from Profile → Integrations. If you see a message saying "Microsoft 365 not configured", ask your admin to complete the setup from Admin → Connectors → Microsoft 365.

2. You connect your personal Outlook account Each user needs to connect their own Outlook account separately. This takes less than a minute (see below).

Note: Both steps must be complete before the calendar features become available to you.

Step 1 — Connect Your Microsoft Account

1. Click your name or avatar in the top-right corner and go to Profile → Integrations.
2. Find the Microsoft Account card.
3. Click Connect.
4. You'll be redirected to Microsoft's login page — sign in with your work email address (the same one you use for Outlook and Teams).
5. Review the permissions and click Accept.
6. You'll be returned to Prospo automatically.

Once connected, the card will show your email and a green Connected badge. You're now ready to import meetings or set up automatic sync.

⚠️ Heads up: Sign in with your work Microsoft account only. Signing in with a personal Outlook.com or Hotmail account will show an error, because Prospo connects at the organisation level.

Option A — Import a Meeting Manually

Manual import lets you browse your Outlook calendar inside Prospo and choose specific meetings to bring in. This is great for one-off meetings or past meetings you want to file against a client.

1. Go to Meetings and click New Meeting — or open a client record and click Add Meeting.
2. Click Import from Outlook.
3. A panel will open. Use the contact search to find the person the meeting was with. Prospo will filter your Outlook calendar to show only meetings that include that person.
4. Browse the list of upcoming and past meetings. Each card shows the title, date, time, and attendees.
5. Click a meeting to expand it.
6. Select the client this meeting belongs to.
7. Click Import.

The meeting will appear in Prospo straight away. All attendees are automatically added as contacts and linked to the client you chose.

Option B — Automatic Calendar Sync

Automatic sync watches your Outlook calendar in the background. When a new meeting is added, updated, or cancelled, Prospo picks it up automatically — usually within a few minutes.

Opening the Setup Wizard

From Profile → Integrations, find the Calendar Sync card and click Set up.

Sync Mode — Choose What Gets Imported

Smart mode is the right choice for most users — it keeps your Prospo meeting list clean and only pulls in genuine client meetings.

Look-Ahead Window — How Far Ahead to Sync

Choose how far ahead Prospo should look:

• 7 days — The coming week only
• 14 days — Two weeks ahead
• 30 days — A full month ahead

When you first enable sync, Prospo will also import any matching meetings from the recent past.

Contact Rules — File Meetings to the Right Client Automatically

Contact rules are the most powerful part of the setup. They tell Prospo: "Whenever a meeting includes this person, file it under this client."

Example:

• Meetings with John Smith → filed under Smith Family Trust
• Meetings with Sarah Lee → filed under Lee Superannuation Fund

To add a rule:

1. Click Add rule.
2. Search for the contact by name or email address.
3. Select the client the meeting should be filed under.
4. Repeat for each contact you regularly meet with.

The more rules you set up, the less manual work you'll need to do later.

Default Client — Catch-All for Unmatched Meetings

If a meeting doesn't match any of your contact rules, you can choose a default client to file it under. This is optional — if left blank, unmatched meetings will be skipped.

Notifications

Turn on notifications if you'd like a Prospo alert each time a meeting is automatically synced.

Confirm and Enable

Review your settings on the final summary screen and click Enable Sync.

Prospo will immediately:

• Import any matching meetings from the recent past and the look-ahead window you chose
• Start watching your calendar for new changes

You'll see a message confirming how many meetings were imported when sync was first turned on.

Managing Your Sync

Once sync is running, the Calendar Sync card on your Integrations page gives you full control.

Viewing the Sync Log

The sync log shows every meeting Prospo has imported automatically, including the meeting title, date, and which client it was filed under. Use this to check that everything came in correctly or to find a specific meeting.

Disconnecting Your Microsoft Account

If you need to remove the connection:

1. Go to Profile → Integrations.
2. Find the Microsoft Account card.
3. Click Disconnect.

This stops all calendar sync and removes your Microsoft credentials from Prospo. Your existing imported meetings will not be deleted.

Frequently Asked Questions

A meeting is in my Outlook calendar but it didn't sync into Prospo. Why?

If you're using Smart mode, the meeting will only sync if at least one attendee is already saved as a contact in Prospo. Either add that person as a contact first, or switch to All meetings mode to capture everything.

A meeting was filed under the wrong client. How do I fix it?

Open the meeting in Prospo and update the client from the meeting detail page. To prevent it happening again, add a contact rule for that person so future meetings route automatically.

Does Prospo sync recurring meetings?

Yes. Each individual occurrence of a recurring meeting is imported separately (for example, a weekly catch-up will appear as individual entries, not as one recurring block).

What happens when I cancel a meeting in Outlook?

Prospo will mark the meeting as cancelled. The record stays in Prospo but is flagged as no longer taking place.

My sync is showing "Needs reconnect". What do I do?

Click the Reconnect button on the Calendar Sync card. This usually happens when your Microsoft session has expired or your password changed. You may be asked to sign in with Microsoft again.

How quickly does sync update when I add a meeting in Outlook?

Prospo uses a live connection with Microsoft, so changes typically appear within a few seconds to a couple of minutes.

Can I sync meetings from a colleague's calendar or a shared calendar?

Not currently. Prospo syncs your own personal Outlook calendar only.