BeaconVisit

Connecting your calendar

BeaconVisit is designed to work from the calendar you already use. Rather than asking you to maintain one set of appointments in your calendar and another inside BeaconVisit, it reads relevant appointment information from your connected calendar and uses that to support check-in, check-out and escalation.

Which calendars are supported?

BeaconVisit currently supports:

  • Google Calendar
  • Microsoft Outlook and Microsoft 365 calendars

Support for additional calendar providers may be added in future.

Why does BeaconVisit need calendar access?

Calendar access allows BeaconVisit to understand when you have appointments and identify those that may be suitable for check-in support.

This allows BeaconVisit to provide:

  • a daily summary of relevant appointments
  • appointment categorisation
  • Check-in Enabled status and Check-in Allowed opt-in where needed
  • check-in reminders at the appropriate time
  • check-out reminders at the expected appointment end time
  • escalation timing based on the appointment

Your connected calendar remains the source of the appointment information.

What information does BeaconVisit use?

BeaconVisit only uses the calendar information required to support the service.

This may include:

  • appointment title
  • start and end time
  • location information
  • calendar provider
  • limited appointment metadata used to identify and process the event

For more detail about what information is used, how long it is retained and why, see How BeaconVisit uses your data.

How are appointments identified?

Not every calendar event represents a client visit.

BeaconVisit uses appointment information to help decide whether an event may be suitable for check-in support.

For example, an appointment containing a postcode may be more likely to represent an external visit than an internal meeting with colleagues.

Appointments can then be marked appropriately as Check-in Enabled, or you can use Check-in Allowed to opt in appointments that were not identified automatically.

You remain in control of whether check-in support is used.

Do I need to enter appointments manually?

Appointments in BeaconVisit come from your connected calendar.

There is no separate appointment-entry process inside BeaconVisit.

If you need to add a new visit, add it to your normal Google or Microsoft calendar. You can then refresh your BeaconVisit appointments to bring the new event through.

Once the appointment appears in BeaconVisit, you can review its categorisation and check in directly if required, or wait for the normal check-in reminder.

What happens if I disconnect my calendar?

BeaconVisit will no longer be able to retrieve new appointment information from that calendar.

Existing appointment or incident information may remain temporarily where it is required to complete an active safety process or meet BeaconVisit's normal retention rules.

You can reconnect a supported calendar later if required.