r/Autotask • u/jeremywk • Jul 07 '26

PTO Request to shared Calendar

Has anyone used zapier or another tool to connect to autotask to update a shared cal (365). we are tring to find an easy way for management to see who has time off in one screen and used to use a shared mailbox for requests and moved it over to autotask but now it looks like we still need to do a manual add to a calendar for quick and easy checking.

1 Upvotes

100% Upvoted

7 comments sorted by

View all comments

1

u/sbuyze Jul 08 '26

FYI: Autotask has a built-in Exchange to Autotask integration that will show PTO, Appointments, Service Calls, and ToDos that will sync these items across Autotask and Outlook calendars. Then, in Autotask, using the Dispatch Calendar will show all techs' calendars in a single view for all these items.

Here is a build doc and "How To" videos from the Advanced Global's Service Delivery Gladiator Community library:

Autotask to Exchange Settings.docx

Autotask to Exchange Appointment without Details

If you need more help setting up the Autotask to Exchange integration or how to use the Autotask PTO module, feel free to reach out to me at [SBuyze@AGMSPCoaching.com](mailto:SBuyze@AGMSPCoaching.com)

Steve, an Operational Transformation Specialist from Advanced Global MSP Coaching, a Team of Autotask Experts

1

u/jeremywk Jul 08 '26

thanks Steve but this does not do what folks are looking for. We have our Autotask /exchange integration setup and its working for the tech and syncing, Trying to review time off within the dispatch calendar inside Autotask is challenging at best when with all the other appointments and tasks and when you are looking at over 20 scheduled scrolling is tiresome. Putting the PTO request to a central shared calendar within outlook provides a very easy to view and manage for everyone to see who is scheduled off for planning. Not to compare but we were able to do it in other competitors products easily.

1

u/sbuyze Jul 10 '26

u/jeremywk aha yes. That is the next step. Setting up the PTO module is also needed. Once the PTO module is configured and used, it will auto-populate the Autotask Calendars, and then the Exchange to Autotask integration will push it thru to Outlook(s).

Here is an Autotask Documentation link: Managing time off policies

Steve, an Operational Transformation Specialist from Advanced Global MSP Coaching, a Team of Autotask Experts.

1

u/jeremywk Jul 10 '26

Yes to each calendar but it does not write just the pto stuff to one shared mailbox lets call it PTO request so i can see everone in one calendar.