Overview
Calendar Autopilot can be enabled for Shared or Group 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 or Group 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 log in to https://portal.cloudextend.app/
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 or Group 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 the account to search from.
Look for the email address forthe shared calendar.
Add Calendar to the 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 or group 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 or Group 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
Shared Calendar vs. Group Calendar
Shared Calendar
A shared calendar is created by one person and then shared with others.
It belongs to one person’s mailbox.
That person controls who can view or edit it.
It shows up in Outlook under “Shared Calendars.”
Best for: assistants supporting managers, or when one person owns the schedule.
Example:
An executive creates a calendar and shares it with their assistant so the assistant can manage meetings.
Microsoft 365 Group Calendar
A group calendar is created automatically when a Microsoft 365 Group or Team is created.
It belongs to the whole group, not one person.
Everyone in the group automatically has access.
It appears in Outlook under “Groups” and inside Microsoft Teams.
Best for: departments, project teams, or collaborative planning.
Example:
A Marketing Team creates a Team in Microsoft Teams. The team automatically gets a shared calendar for campaign planning.
Quick Way to Decide
If one person owns it and shares it → Use a Shared Calendar.
If a team owns it together → Use a Group Calendar.
Need Help?
If Calendar Autopilot does not behave as expected:
Search for related articles at https://www.cloudextend.io/support/
Use the in-app chat on the support site
Please include:
Shared calendar email address
NetSuite employee record details
Screenshots of calendar and portal configuration