Overview
Before using Calendar Autopilot, it’s important to understand how calendar events sync between Outlook and NetSuite, including how privacy settings, access levels, and recurring events behave.
This article outlines the key considerations, mapping behavior, and known limitations of Calendar Autopilot so you can make the most of automatic event syncing while avoiding common pitfalls.
Once configured, Calendar Autopilot seamlessly synchronizes your Outlook and NetSuite calendars. Keeping meetings, updates, and cancellations in perfect alignment. However, a few sync behaviors and system constraints are worth knowing ahead of time.
Syncing Events with the Correct Access Level
ExtendSync respects each platform’s calendar permissions and access settings, allowing users to maintain control over privacy preferences in Outlook and NetSuite.
Key Points
Outlook and NetSuite manage access permissions separately.
ExtendSync does not override or modify your access level settings.
The five Outlook availability statuses: Free, Tentative, Busy, Working Elsewhere, and Out of Office. These determine how events appear to others in Outlook, not how they sync with NetSuite.
Access Level
Platform | Available Settings |
Outlook | Public and Private |
NetSuite | Public, Private, and Show as Busy |
Calendar Autopilot Access Level Mapping
Depending on where the event originated, this will be the mapping when sync happens:
Sync Direction | Mapping Behavior |
Outlook → NetSuite | Public → Public |
NetSuite → Outlook | Public → Public |
💡 Note:
For admin users, events synced from Outlook will appear on the admin’s own calendar in NetSuite.
Recurring Events from Outlook to NetSuite
When you create a recurring event in Outlook it will sync to NetSuite automatically, also updates on recurring events will be recognized by NetSuite.
Here are scenarios supported by ExtendSync:
When you update the event series in Outlook, the NetSuite event will be updated.
When you delete the recurring event, the series will be deleted in NetSuite.
When you decline an event in Outlook, the event will not appear in the NetSuite calendar and when you navigate to the event status in Outlook, it should be declined.
Calendar Autopilot Limitations
Editing single recurring instances
Updating or deleting a single occurrence of a recurring event in Outlook does not sync to NetSuite (Microsoft API limitation).
Access level changes in Edit Mode
If the event is in edit mode and we change the event access from Public to Private and do a manual calendar sync - the access level will remain as is.
Once saved, if Calendar Autopilot has been enabled the changes will be synced to NetSuite.
Manual Calendar Sync + Transactions/Support Cases
For users who want to continue using the manual Calendar sync and want to associate events to transactions or support cases, the Resync option is not available.
Multi-day events
Multi-day events are present in Outlook but not in NetSuite.
This feature will be addressed in future releases once NetSuite-to-Outlook event sync is supported.
Duplicate event creation
When associating an event to more than one Contact, Transaction, or Support Case, duplicates may appear.
A future update will merge updates to prevent duplicate creation