The annual plan in your Outlook calendar

Every check of the annual plan, such as an internal audit or the management review, can appear in an Outlook calendar. Your team then sees it next to their other appointments, and you do not have to keep two plans.

Connecting

1. An owner or admin opens Integrations, in the menu under your name, and connects Microsoft 365 on the card at the top. See Integrations and the Microsoft 365 connection.
2. On the card Annual plan in Outlook, choose a calendar: your own, or a shared one, such as a calendar for quality or the management team. Only calendars the connected account can write in are listed.
3. Choose a reminder if you want one, for example two weeks before.
4. Choose Put the annual plan in this calendar.

Within a minute every check with a due date is in the calendar. The card shows the calendar, how many checks it holds and when it was last synced.

What you see in Outlook

Each check is an all-day event on its due date, shown as free so it does not block anyone's agenda. The event has the name of the check, the clause, who is responsible, the due date and a link to the annual plan in Peilaro. It is written in the language of the person who connected Microsoft 365.

Peilaro keeps the calendar up to date: a new check is added, a changed name, date or responsible person is updated, and a deleted check is removed. When you record evidence, the event moves to the next due date. This works one way only. Changes you make to the event in Outlook are not read back, and Peilaro may overwrite them at the next change. Every night Peilaro checks the whole calendar again.

What data it uses

Peilaro sends Microsoft the name of each check, its clause number and title, the name of the person responsible and the due date. In Peilaro it keeps only the calendar you chose, the reminder, and for each event the number Microsoft gave it and a fingerprint to see whether it changed. Nothing is read from your calendar except the list of calendars you can choose from.

Disconnecting

Choose Stop on the card Annual plan in Outlook. Peilaro removes its events from the calendar. To change the calendar or the reminder, choose another one and Save changes; the events move along. When you disconnect Microsoft 365 altogether, the events already in Outlook stay there, but they are no longer updated.