Forget Manual Syncs - Experience Calendar Autopilot
Tired of manually associating meetings or re-syncing events between Outlook and NetSuite?
Calendar Autopilot does it all for you automatically in real time.
Create events in Outlook, and they’ll appear in NetSuite instantly, without duplicates or manual intervention.
🎉 Calendar Autopilot is our game-changing enhancement that keeps your Outlook and NetSuite calendars in perfect sync!
How Calendar Autopilot Works
Watch the video to see it in action!
Feature Highlights! 📅
It records meetings and appointments directly from your Outlook calendar, ensuring that they are precisely mirrored in NetSuite.
Any changes made to events in Outlook are instantly updated in NetSuite real-time.
Users can still manually associate the same event with another contact or transaction record.
Give users visibility if someone else has already associated the same event to any NetSuite record.
Avoid creating duplicates when the same event is associated with NetSuite records.
Admins can choose between one-way sync (Outlook → NetSuite) or bi-directional sync (NetSuite ⇄ Outlook).
➡️ Learn more about Bi-Directional Calendar Sync
Outlook Event Sync Behavior
When an Outlook event includes attendees, ExtendSync automatically searches NetSuite to find and associate the event with the right entity records.
Sync Priority Order
Events are linked in this order of preference:
Employee > Contact > Customer > Vendor > Lead> Prospect > Partner > Job
Once the first matching record is found, ExtendSync also identifies the associated company record and automatically links the event there as well.
Example:
Suppose you schedule an Outlook meeting and invite John Smith (john@acme.com) as an attendee.
What happens next:
ExtendSync searches NetSuite for a matching record in the following order:
Employee → Contact → Customer → Vendor → Lead → Prospect → Partner → JobIt finds John Smith as a Contact.
ExtendSync identifies that John Smith is associated with Acme Corporation (Customer record).
The event is automatically logged under both:
Contact record: John Smith
Customer record: Acme Corporation
🔄 This ensures that meetings are automatically associated with the right entities.
Other Key Features
Bi-Directional Calendar Sync
In addition to syncing Outlook → NetSuite, Calendar Autopilot now supports NetSuite → Outlook synchronization.
This enables full two-way sync between both systems.
Manual Sync (Optional)
Even when Event Autopilot is enabled, users can still manually save or update events in NetSuite , giving them flexibility when managing special meetings or custom associations.
💡 Note:
In cases where a user attempts to link an event to more than one contact, transaction, or support case, duplicates will be created.
However, in an upcoming update, we will address this issue to ensure that when the same event is updated, duplicates will no longer be created.
Shared Association Feature for Calendar Autopilot
Avoid duplicate associations with the Shared Association feature:
If another ExtendSync user has already linked an event to a NetSuite record, you’ll see a purple icon in your Outlook view.
If User A and User B are invited to the same meeting, and B links it manually to a record, A will see the purple indicator showing the event is already associated.
When synced via Autopilot, both users will see the Autopilot icon (AP) on the associated records.
This shared visibility keeps everyone aligned and prevents redundant linking.
FAQs
🔵 What happens to private events, are they still synced over and how do they appear?
Admins in NetSuite can view all events by default due to standard NetSuite permissions, which grant them full access to the system.
As a NetSuite admin, it's a best practice to keep your calendar preferences private. To ensure your calendar remains private to other NetSuite admins, follow these steps:
Navigate to Activities > Calendar Preferences > Sharing.
Set the option to Make it Private to All.
🔵 Do all recurring events get synced over?
Yes! ExtendSync supports recurring events both ways — from Outlook to NetSuite and NetSuite to Outlook.
Create, update, or delete recurring events — they’ll sync automatically.
Note: Updating and Deleting a single occurrence of a recurring event in Outlook will not reflect in either system, but it will come in a future release.
🔵 What happens if there is no matching record is found for the email address on the invite?
In cases where the system cannot locate the corresponding record during an event sync, it will automatically default to the employee record with an ExtendSync Calendar Autopilot license.
The external email address won’t appear as an attendee in NetSuite (this is NetSuite standard behavior).
Only the employee will appear as the attendee.