Deploy Hybrid Calendar Service with Google Calendar

Document created by Cisco Documentation Team on May 23, 2017Last modified by Cisco Documentation Team on Jun 13, 2017
Version 4Show Document
  • View in full screen mode
 

Cisco Spark Hybrid Calendar Service with Google Calendar

With Hybrid Calendar Service, you can connect your Google Calendar environment to Cisco Spark. This integration makes it easier to schedule and join meetings by auto-populating calendar invites with the meeting information. No plugins are required.

To simplify scheduling a meeting, your users can type these values in the invite Where field:

  •  

    @spark to create a Cisco Spark space for meetings or to host the meeting through Cisco Spark.

      

  •  

    @webex or their personal meeting room (PMR) URL to include a clickable link for their WebEx PMR.

      

 
This diagram shows the components of Hybrid Calendar Service and Google Calendar architecture.

  

Hybrid Calendar Service Scheduling Flow with Google Calendar

   
  1.  

    A user creates a meeting in Google Calendar, putting @spark or @webex in the Where field.

      

  2.  

    Google sends a notification to the Calendar Cloud Connector.

      

  3.  

    The connector requests and receives the encryption key, and then uses it to encrypt the meeting information.

      

  4.  

    The connector validates meeting creation and recipients, and then creates a Cisco Spark space.

      

  5.  

    The connector calls the API service and maps the meeting to the space.

      

  6.  

    The connector retrieves the meeting join information, including the Personal Meeting Room if @webex is used.

      

  7.  

    The connector updates the meeting invite with the meeting join information and the Cisco Spark space ID.

      

  8.  

    The updated meeting information appears in Google Calendar.

      

  

Requirements for Hybrid Calendar Service With Google Calendar

  • A Google G Suite organization (formerly Google Apps for Work) with the following accounts:

     

    • Google accounts for all users in the organization

       

  • Cisco WebEx site
    • For @webex scheduling, WBS31 or later.

       

  • A Cisco Spark organization with a minimum of Basic Meetings and Business Messaging (M1).

     

  • User email addresses that are exact matches in Cisco Spark, WebEx, and Google.

     

Remove Google Hangouts Information in Meeting Events

In your G Suite Calendar settings, consider removing the video calls that are automatically added to events. This step ensures that meeting events contain just Cisco Spark and WebEx join links when your users send them out. These steps do not disable Google Hangouts.

      
1    From https://admin.google.com, go to > Apps > G Suite > Calendar.
2    Click Sharing settings.
3    Under Video Calls, uncheck Automatically add video calls to events created by a user.

Enable and Configure Hybrid Calendar Service with Google Calendar

Follow these steps to register your Google Calendar environment to the Cisco Collaboration Cloud, enable API access, test the connection, and set the default WebEx site. The setup wizard in http://admin.ciscospark.com/ guides you through the process.

          
1    From http://admin.ciscospark.com/ go to Services, and then choose one:
  • For a new environment, click Set Up on the hybrid calendar card. Choose the Google logo, and then click Next.
  • If you have an existing Exchange environment registered for Hybrid Calendar Service and want to add Google Calendar, click Set Up under the Google section of the card, and then click Next.
2    Follow the steps to authorize the Cisco Collaboration Cloud access on your G Suite account. You need to copy information from http://admin.ciscospark.com/, so keep it open in a browser tab.
  1. Click the link to open https://admin.google.com, and then go to > Security > Show more > Advanced settings
  2. In the Authentication section, click Manage API client access.
  3. Enter or copy-paste the Client Name and One or More API Scopes, as provided on http://admin.ciscospark.com/.
  4. Click Authorize.
  5. Return to http://admin.ciscospark.com/, and then click Next.
3    Fill out account information for a test G Suite account. This is used to test the connection with Google Calendar.
Note      

http://admin.ciscospark.com/ incorrectly states that the test account is automatically enabled for Hybrid Calendar Service. You can enable this test account and more users in your organization after you finish the initial setup wizard.

4    After the set up completed prompt appears, click Done.
5    From the hybrid calendar card, go to the Google Calendar Settings.
6    Choose or type the default WebEx site that you want to use for @webex scheduling. Save your changes.
7    Confirm that an event called "Hybrid Calendar setup validated" was added to the test account that you provided, scheduled at the current time.

You can safely remove this test event.

Enable the Hybrid Calendar Service for Users

 

   

Use this procedure to enable individual Cisco Spark users for Hybrid Calendar Service.

  

See the documentation for alternative ways to enable services for your Cisco Spark users in bulk or in a directory synchronized organization.

    
      
1    From https://admin.ciscospark.com, go to Users, and then choose a specific user from the list.

You can use the search function to narrow down the list of users.

2    Click the row to open an overview of the user.
3    Choose one and then save your changes:
  • In a new environment, click Calendar Service, toggle on Hybrid Calendar, and ensure that the Google Calendar is selected.
  • In an existing environment with Exchange, click Calendar Service, and under Hybrid Calendar, ensure that the Google Calendar is selected.
   

After you activate the service, the Cisco Spark user status changes from Pending Activation to Activated. The length of time for this change depends on the number of users that you're enabling for the service.

  

Users receive an email that indicates the feature is enabled. See the documentation below if you want to disable email notifications.

Test the Google Calendar And Hybrid Calendar Service Integration

Use these steps to set up a test meeting and verify the Google Calendar integration. Direct users to the documentation below for how to schedule meetings.

       
1    Sign in to https://calendar.google.com with one of the test Google user accounts enabled for Hybrid Calendar Service.
2    Click Create to start an event, and then add @spark to the Where field. Fill out other meeting information, as needed, and then click Save.
3    Open https://web.ciscospark.com, and sign in with the test user account.
4    Verify whether a new Cisco Spark space was created and contains the calendar invite card.

Known Issues with Hybrid Calendar Service

Google Calendar Known Issues

   
  •            

    @spark scheduling currently supports a maximum of 50 meeting participants.

         

  •      

    @spark scheduling does not currently handle distribution lists. Individual members of the distribution list still receive the meeting invitation with details on joining the Cisco Spark space, but are not automatically added to the Cisco Spark space. As a workaround, the meeting organizer can expand the mailer on the TO line before sending the invite. That way, each user is individually added to the Cisco Spark space.

         

  •      

    Attachments that users add to meeting invites with @spark are not added to the corresponding Cisco Spark space.

         

  •      

    Hybrid Calendar Service does not add WebEx details if the meeting invitation already contains WebEx join links (for example, added with Productivity Tools or manually by the meeting organizer). The meeting organizer can manually delete any previously added join links so that Hybrid Calendar Service can add the new join links.

         

  •      

    Hybrid Calendar Service does not automatically add meeting join information to a meeting that's scheduled in the past.

         

   
 

Attachments

    Outcomes