Configure Workplace Calendar Synchronization

  • Release version: Australia
  • Updated March 12, 2026
  • 2 minutes to read
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    Summary of Configure Workplace Calendar Synchronization

    The Workplace Calendar Synchronization application enables personalized calendar integration across platforms like Microsoft Exchange Online, Google Calendar, and Microsoft Exchange On-Premises. This configuration guide provides essential steps for installation, authentication setup, calendar provider creation, and linking reservable spaces, ensuring a streamlined synchronization process.

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    Key Features

    • Connection Types: Two connection types must be established for successful synchronization:
      • System-to-System: Automatically syncs calendar data between ServiceNow and the external provider.
      • User-level: Connections made per user interacting with the application.
    • Synchronization Modes: Choose from three modes based on security needs:
      • Normal: Uses individual user credentials; no delegated email needed.
      • Strict: All sync operations use a shared service account; suitable for high-security environments.
      • Personal: Users authorize access via an interface the first time they use the application.

    Key Outcomes

    To successfully configure the application, follow these steps:

    • Install: Obtain the application from the ServiceNow Store.
    • OAuth Registration: Register ServiceNow as an OAuth provider in your external calendar service to generate necessary credentials.
    • Application Registry Configuration: Set up OAuth records in ServiceNow using the generated Client ID and Client Secret.
    • Connection and Credential Alias: Securely store OAuth credentials for authentication.
    • Create Calendar Provider: Define the external calendar service and synchronization settings.
    • Reservable Spaces Configuration: Link ServiceNow room or space records to external calendar entries with dedicated configuration records.

    This setup ensures effective calendar synchronization, enhancing productivity and resource management within your organization.

    Install and configure the Workplace Calendar Synchronization application to create personalized calendars across supported platforms, such as Microsoft Exchange Online, Google Calendar, or Microsoft Exchange On-Premises.

    Configuration overview

    This section provides a guided overview of all foundational setup tasks, from installing the application and configuring authentication credentials, to creating calendar providers and linking reservable spaces. Use the step-by-step links below to quickly access and configure essential features, ensuring your calendar sync processes are streamlined and ready for use.

    Connections

    Calendar sync uses two types of connections that must both be configured correctly:
    • System-to-System — backend integrations that sync calendar data automatically between ServiceNow and the external calendar provider.
    • User-level — connections established per user performing actions in the application. Configuration requirements vary by integration mode.

    Synchronization Mode

    Before starting configuration, select the synchronization mode that suits your organization's security and access requirements. Your mode choice determines how credentials are configured, which grant type is required, and whether a delegated user email is needed.

    Table 1. Synchronization mode
    Mode Description
    Normal Syncs calendar events using each authenticated user's credentials. Suited for most organizations. No delegated user email required.
    Strict Routes all sync operations through a single shared service account (delegated user). Suited for high-security environments.
    Personal Each user individually authorizes access to their own calendar via an interface pop-up the first time they interact with the application.
    1. Install Workplace Calendar Synchronization

      Install the Workplace Calendar Synchronization application from the ServiceNow Store.

    2. Register ServiceNow as an OAuth Provider

      Register ServiceNow as an OAuth provider in your external calendar service such as Microsoft Azure Active Directory or Google Cloud Console to authorize the connection between ServiceNow and the calendar provider. This step generates the Client ID and Client Secret you will need when configuring the Application Registry.

    3. Configure the Application Registry

      Configure the OAuth application registry records in ServiceNow using the credentials obtained during provider registration. These records establish the OAuth connection between ServiceNow and the external calendar provider.

    4. Configure the Connection and Credential Alias

      The Connection and Credential Alias securely stores the OAuth credentials that ServiceNow uses to authenticate with the external calendar provider. Configuration involves two parts: the system-to-system connection (required for all modes) and the user-level connection (additional steps for Personal mode only).

    5. Create and Configure a Calendar Provider

      Create a Calendar Provider record in Workplace Calendar Synchronization to define the external calendar service, sync start and end times, synchronization mode, and associated connection settings.

    6. Connect Reservable Spaces to the Calendar Provider

      Create Reservable Sync Configuration records to link each ServiceNow room or space record to its corresponding resource mailbox or calendar entry in the external calendar provider. Each space that participates in calendar sync requires its own configuration record.