How to integrate TimeRex with Outlook to send an email in Outlook when an appointment is registered in TimeRex

TimeRex, which is convenient for scheduling interviews and meetings, sends a confirmation email to the other party once the schedule registration is complete. Have you ever thought, "It would be nice if I could share files in advance..."? In this way, it is possible to automatically send an email with attached files, such as materials to be used in the meeting, after the schedule registration is complete by integrating apps. This time, we will introduce how to link TimeRex with Outlook to send emails with attachments. If you can share materials in advance for interviews or meetings, you should be able to start conversations smoothly on the day. Please take a look. Recommended for: - Those who want to send materials used in meetings to the person who registered the schedule with TimeRex - Those who want to inform members other than themselves of the schedules registered with TimeRex - Companies that utilize Outlook for business - Those who want to automate the sending of materials used in meetings to save effort Benefits and Examples of Integrating TimeRex and Outlook Benefit 1: Saves the effort of creating emails By integrating the apps this time, when a schedule is registered with TimeRex, an email will be sent from Outlook. This makes it possible to automatically send emails with file attachments, potentially saving the effort of creating separate emails with attachments for materials used in meetings. For example, when a schedule is registered with TimeRex, emails are originally sent to both the disclosing and specifying parties. However, at this point, it is not possible to send emails with file attachments. By integrating the apps this time, it becomes possible to automatically send emails with files attached, such as materials used in meetings. This simplifies the work and increases the possibility of saving the effort of creating emails. Benefit 2: Smoother inter-departmental collaboration By integrating TimeRex with Outlook, it is possible to send emails not only to both the disclosing and specifying parties but also to specific individuals. This is expected to make inter-departmental collaboration smoother. For example, when an online interview is registered with TimeRex, emails confirming the schedule registration are originally sent to the interviewee and the interviewer. By integrating with Outlook, it becomes possible to send emails confirming the schedule registration to departments such as HR, general affairs, and management, making it easier to collaborate with related departments. Benefit 3: Easier pre-information sharing When a schedule is registered with TimeRex, an email with attachments is automatically sent from Outlook, making it easier to share information such as materials used in meetings. For example, in the case of an online sales contract meeting, attaching terms and contract templates to the email sent from Outlook allows for pre-information sharing. This makes it easier for the other party to allocate more time for document preparation. By being able to send emails with attachments of materials used in meetings in advance, pre-information sharing becomes easier. Now, let's introduce the flow of integrating apps using Yoom. First, register with Yoom. Yoom offers a two-week trial, allowing you to try it out and check the usability. [What is Yoom] This time, we will automate "notifying via Outlook automatically when a schedule is registered with TimeRex" using the template below.

TimeRex and Outlook Integration Flow Creation The integration flow this time is broadly divided into the following processes. - Connect TimeRex and Outlook to My Apps - Launch TimeRex and set it to retrieve information in real-time - Set to attach and send emails in Outlook - Turn on the trigger button and check the integration operation of TimeRex and Outlook Step 1: Connect TimeRex and Outlook to My Apps After completing the registration with Yoom, please select "My Apps" from the menu on the left. Next, click the new connection button at the top right. TimeRex and Yoom Integration 1. Search Click the TimeRex icon. 2. Enter required fields Follow the red frame supplement and enter the account name and access token. 3. Add Once the required fields are entered, click Add at the bottom right. If the above display appears, the integration is complete. Outlook and Yoom Integration 1. Log in Log in to Microsoft365. Logging into Microsoft365 will quickly complete the My Apps integration. *Note: If you are not subscribed to the general corporate plan (Microsoft365 Business) for Microsoft365 (formerly Office365), authentication may fail. 2. Search Click the Outlook icon. 3. Integration Complete The screen will switch immediately. If the above display appears, the integration is complete. Step 2: Copy the Template Next, please copy the template to be used this time.

1. Click "View Details" on the top banner
2. Click "Try this template" at the bottom of the transitioned screen
3. If you haven't registered with Yoom yet, please register * If you have already registered, the login screen will be displayed, so please log in. When the Flowbot template is copied to "My Projects", the above display will appear. Let's proceed to detailed settings as you transition to a page like the image. Step 3: Setting to Retrieve Data from TimeRex 1. Open My Projects Open "My Projects" from the menu on the left side of the screen. 2. Open the copied template Click "【Copy】Automatically notify Outlook when a schedule is registered with TimeRex". 3. Select App Trigger Select "When Webhook is Received" from the TimeRex icon. Press Next. 4. Webhook Settings Let's set up the Webhook from the management screen. By doing this, when an event is newly registered in TimeRex, an email will be sent in real-time from Outlook. 5. Test Send Schedule To test send data, register an event in TimeRex. 6. Execute Test Return to Yoom and press the test button. If "Test Successful" is displayed, the trigger setting is complete. Let's save it. Continue to perform detailed settings to acquire information in real-time. 7. Branching Select "Command Operation" from the arrow icon. Press Next. * "Branching" is an app available only in some paid plans. * A 2-week trial of the paid plan is possible. 8. Confirm Settings Since you are using a template, the settings are already complete. Therefore, check if the content matches the image and press the save button. Step 4: Setting to Automatically Send Emails from Outlook 1. Select Action Click "Send Email" from the Outlook icon. Scroll down. 2. Set Recipient Since you are using a template, the registration of the recipient is already complete. The recipients already set this time are two: "Schedule Registrant" and "Schedule Discloser". These are inserted and reflected using TimeRex data, so even if it is displayed as "Email Address", it will automatically be converted to the correct address and the email will be sent. If you want to add other recipients, please enter them manually as shown in the image. By setting it this way, an automatic reply will be sent directly to the customer's email address entered in the form. 3. Set Subject and Body Let's set the subject and body. The subject is already complete, so let's proceed with the detailed settings of the body. Click the box. Click the TimeRex icon. The data of the schedule test-sent with TimeRex will be displayed in a list. Click the data you want to insert. If you can insert it, it will look like the image. If there is other data you want to insert, please select it. 4. Arrange Layout It is recommended to change the text and arrange the layout to make it easier to read, as shown in the image. Symbols can also be used. 5. Attach Files If you want to attach a file, first press the red frame. Select "Upload File" from the dropdown box on the left. Next, click the red frame and attach any file. Once completed, press Next. 6. Confirmation Proceed to the final confirmation screen of the set email. If there are no problems, press the test button. If "Test Successful" is displayed, it is complete. Click Save. 7. Turn ON the Trigger When the creation of the Flowbot is complete, the above display will appear. The trigger is initially set to OFF, so turn it ON. Flowbot template used this time Automatically notify Outlook when a schedule is registered with TimeRex

Other Automation Examples Using TimeRex

There are many other examples of automation using TimeRex in Yoom, so here are a few introductions.

1. Notify Discord When a New Event is Added to TimeRex

It is also possible to send messages to Discord. Notifications can be sent to everyone in the Discord channel, which might help streamline tasks such as assigning meeting responsibilities or preparing materials.

‍

2. Add scheduled events to Google Sheets when registered with TimeRex

You can also manage your schedule using Google Sheets. This may make it easier to manage data, such as how many events are scheduled in a month.

‍

3. Register a contact in HubSpot when a schedule is registered in TimeRex

How about integration with HubSpot? Contacts are automatically registered, which automates customer management and is expected to improve efficiency.

‍

Summary

If you want to send emails with attachments such as materials used in meetings for schedules registered with TimeRex, it is recommended to integrate with Outlook to introduce automation.
This eliminates the need to manually create emails separately, which should improve work efficiency. Additionally, since materials can be sent in advance, it may facilitate smoother information sharing beforehand.
With Yoom, no programming knowledge is required when integrating apps. It's easy to use even for those who have given up on automation, so please take this opportunity to try it out.