Overview

Calendar Autopilot can be enabled for Shared Calendars to automatically track meetings and events in NetSuite.

This is useful for organizations that want to:

Track customer or contact meetings held by a team
Understand engagement on opportunities (e.g., how often discussions occur)
Capture events such as trade shows or customer visits
Track shared schedules such as out-of-office, PTO, or team availability

ExtendSync Calendar Autopilot supports Shared Calendar integration, allowing events created on a shared calendar to sync automatically to NetSuite.

Who Is Required for the Initial Setup

Enabling Calendar Autopilot for a Shared Calendar typically requires up to three roles (these may be the same person):

The admin assigned to login to subscriptions.cloudextend.io
A user with admin rights to your Microsoft 365 environment
A user with NetSuite admin rights

Prerequisites

Before proceeding, ensure the following are in place:

A Shared Calendar configured by a Microsoft 365 Admin
An ExtendSync license assigned using the Shared Calendar email address
The Shared Calendar email address is tied to a NetSuite Employee record
Calendar Autopilot is available in your ExtendSync subscription

Microsoft 365 / Outlook Configuration Steps

Step 1: (Optional) Create a Shared Calendar

If you already have a shared calendar, proceed to Step 2.

➡️ If not, follow Microsoft’s guide to create a shared mailbox (which includes a shared calendar)

Step 2: Share the Calendar with Users

Ensure the shared calendar is accessible to the intended users.

In Outlook go to Calendar:

Select Add Calendar. It will open a new window, click Add from directory.
Select account to search from.
Look for the email address forthe shared calendar.
Add Calendar to preferred section in Outlook calendar view.
Click Add.

➡️ Microsoft guides:

Step 3: Set Shared Calendar Visibility

Set appropriate visibility (public or shared per your organization’s policy).

Locate Shared Calendar.
Hover on the name, click the ... three dots to show menu options.
Select Sharing and permissions.
Set depending on your organization's preference.

NetSuite Configuration Steps

Step 1: Create a NetSuite Employee Record

A NetSuite Employee record must exist for the shared calendar.

The email address on the Employee record must exactly match the shared calendar email address
This employee record requires a NetSuite license

The shared mailbox account must exist in NetSuite as an Employee record.

Create a NetSuite employee using the shared mailbox email address.
Give Access to employee profile.
Assign the admin NetSuite role under the Roles section.

Grant temporary Login Access to this employee so a license can be assigned in the CloudExtend portal.
Login access can be removed after licensing.

Step 2: Set Calendar Preferences in NetSuite

Log in to NetSuite using the employee record tied to the shared calendar
Go to Activities→ Setup → Calendar Preferences
Set Sharing to Public
Save

This allows events to be visible and synced correctly by Calendar Autopilot.

CloudExtend Subscription Portal Steps

Step 1: Enable Calendar Autopilot for the Organization

If this is your first time enabling Calendar Autopilot:

➡️ Follow the full admin setup guide: Enable Calendar Autopilot for ExtendSync Outlook

Step 2: Assign a License to the Shared Calendar

Ensure Calendar Autopilot is enabled for the shared calendar user.
Assign an ExtendSync license using the shared calendar email address

⚠️ An ExtendSync license is required for Calendar Autopilot to work on a shared calendar.

Step 3: Verify Calendar Autopilot Is Working

Create or update an event on the Shared Calendar
Confirm the event appears in NetSuite under the appropriate records
Validate that updates to the event sync correctly

What to Expect After Setup

Once configured:

Events created on the Shared Calendar automatically sync to NetSuite
Meetings can be associated with customers, contacts, opportunities, or other records
Shared schedules (PTO, OOO, team calendars) can be tracked consistently