Until now, the only way to see your Ritten schedule outside of Ritten was through Google Calendar. However, if your team was operating out of Microsoft 365, clinics would have to switch between two calendars all day, causing confusion and opportunity for missed events and out-of-sync calendars.
The Outlook Calendar Integration closes that gap. Once connected, Ritten events are pushed to each staff member's Outlook calendar automatically, so they get native Outlook notifications and a single view of their day.
Setup happens in two places:
An Admin connects one organization-wide scheduler account. This is the Microsoft account that every Ritten event is sent from, and it becomes the organizer on each Outlook event.
Each staff member connects their own Outlook account from their user profile. They'll then be added as an attendee on the Ritten events they're scheduled on.
⚠️ This is a one-way sync. Ritten pushes to Outlook — not the other way around. All changes to Ritten events must be made in Ritten, and they'll flow through to Outlook. Changes you make to a Ritten event inside Outlook will not come back to Ritten.
Connecting your organization's scheduler account
Who should do this: A Ritten Admin, once, for the whole organization.
Every Ritten event across your organization is sent from this single Microsoft account, and that account shows up as the event organizer in every staff member's Outlook. Use a dedicated organizational account for this — for example, [email protected] — rather than an individual clinician's mailbox.
Note: This account must have elevated Microsoft access, such an Application Administator account, to automatically connect. If they don't have those permissions, they may need to request admin approval for the connection, as outlined in the Requesting Microsoft Admin Approval section below.
Navigate to Configurations → Calendar → Calendar Settings.
Click Sign in with Microsoft.
Microsoft will then open. Sign in with your dedicated scheduler account.
Review the requested calendar permissions and click Accept.
🕒 Give it 10 minutes. The initial connection can take 10 minutes or more to finish setting up. If you don't see events right away, wait and refresh before troubleshooting.
Requesting Microsoft Admin Approval
After signing into Microsoft, if Microsoft shows a Need admin approval screen instead of the normal permissions prompt, nothing has gone wrong and there's nothing to fix in Ritten. Microsoft lets organizations decide whether standard users can approve third-party apps on their own. Many organizations, especially larger ones, restrict that to IT teams or platform admins, so the connection pauses until someone on that team approves the Ritten connection.
From here, you may be able to request approval directly by:
Click Request approval (if it's available).
Add a short justification so whoever reviews it has the context to approve in one pass — for example: "I'd like connect our clinic calendar to Ritten so staff schedules appear in Outlook."
Submit the request. Microsoft notifies the reviewers your organization has designated.
Your reviewer approves the request in the Microsoft Entra admin center, under Enterprise applications → Admin consent requests.
Once you're notified that it's approved, return to Configurations → Calendar → Calendar Settings in Ritten and connect again using the steps above.
✅ This only happens once. Approval is granted for your whole organization, not per person. After it's in place, you and your staff can connect without seeing this screen again.
⏳ Requests can expire. Microsoft organizations can set a window for how long a pending consent request stays open. If nobody reviews yours before it lapses, the request disappears and you'll need to submit a new one — so it's worth giving your IT contact a heads up directly rather than relying on the automated notification alone.
Note: If your users don't see a Request approval button on that screen, your organization has that option turned off and your IT admin will need to grant consent directly using the steps above.
If you don't see a Request approval button
Some organizations turn off the ability for users to request application consent. If the "Request approval" button isn't there and you are blocked from connecting to Microsoft, you will need to elevate the permissions of the Scheduler account so that it can automatically connect. Please reach out to your internal IT team for support.
Connecting your own Outlook account
Who does this: Every staff member who wants their Ritten schedule in Outlook.
Note that your Admin needs to connect the organization's scheduler account first. Once that's done:
Click your initials in the bottom-left corner of Ritten.
Select User.
In the calendar section of your profile, click Sign in with Microsoft.
Sign in with your Outlook account and click Accept.
🕒 This can take time. Your connection can take 10 minutes or more to fully sync. Your existing Ritten events will backfill onto your calendar once it completes.
What your events look like in Outlook
Here's a Ritten event and the Outlook event it produces.
In Ritten:
In Outlook:
🔒 Client names and telehealth links are deliberately withheld from Outlook. Client names are shortened to initials (ex. Joan Baker would appear as "JoaBak") and the telehealth meeting link is replaced with a note that a link is available plus a link back to the Ritten event. This keeps client information and session access out of an external calendar that may be shared, delegated, or synced to personal devices. To join a telehealth session, open the event in Ritten.
Recurring event limitations
A small number of recurrence patterns can't be represented in Outlook due to Microsoft restrictions. When Ritten pushes one of these, Ritten remains correct and is your source of truth — but Outlook may show the event's old state or leave it off the calendar entirely, with no error message. The rest of the staff member's events continue to sync normally.
The two known limitations:
Monthly events set to recur on the last day of the month. These won't appear in Outlook.
Moving a single occurrence of a recurring event onto a day that already has another occurrence from that same series. Outlook will keep showing the occurrence at its original time. Moving an occurrence to a day with no other occurrence in that series works fine.
For example, if you have an event that recurs weekly on Monday and Wednesday and you move one of the Monday events to Wednesday, that change will not propagate to Outlook. However, if you move the Monday event to Tuesday, that change will sync.
⚠️ Always trust Ritten. If a recurring event looks wrong in Outlook, check it in Ritten before assuming the schedule changed.
Frequently asked questions
Can clients or anyone outside my organization see events that are synced?
No. Events are only to visible staff members who have access to the connected Outlook account, per your organization's policies.
Why are client names abbreviated in Outlook?
To keep client information out of an external calendar. Open the linked Ritten event to see the full participant list.
Where's the telehealth link?
In Ritten. The Outlook event notes that a telehealth link is available and links back to the Ritten event, where you can join the session.
I connected my account but I don't see any Ritten events. What's wrong?
Most likely nothing — the connection can take 10 minutes or more to complete, and events backfill after that. If you still see nothing after 15 minutes, try disconnecting and connecting once again.
Can I edit or reschedule a Ritten event from Outlook?
No. The sync only runs one direction. Make the change in Ritten and it will update in Outlook.
I don't see a Sign in with Microsoft button in my User Profile. Where is it?
You can only connect to your Microsoft account once your organization's admin account is connected, so the most likely reason is that your Platform Admin hasn't set that up yet. Reach out to them to confirm.
What happens if I disconnect my Outlook account?
Your Ritten events aren't deleted from Outlook — they're marked as canceled, so they'll stay on your calendar with "Canceled" in front of the event name until you clear them out yourself. Your Ritten calendar isn't affected, and you can reconnect at any time from your User profile.
Still have questions?
Reach out to [email protected] or your Account Manager and we'll be happy to help.