Setting up integrations in Q-Cal: the basics

This guide covers how to find, add, and configure any calendar integration in Q-Cal. The specific setup steps for each integration type (Tech Hotel, Microsoft Exchange, etc.) are covered in their own guides — this one explains the parts that work the same way across all of them.

1. Open Calendar integrations

Log in to Q-Cal, then go to Main menu > Calendar integrations.

2. Add a new integration

• If you don't have any integrations set up yet, you'll go straight to the integration selection screen.
• If you already have one or more integrations, you'll land on the Calendar integrations overview instead. Click the "+" button in the top right to add a new one.

3. Select an integration type

Pick the integration you want to set up from the grid — for example Microsoft Exchange, Tech Hotel, or iCalendar. Each integration type has its own dedicated guide covering the specifics of that connection; this guide only covers what happens next, on the Basic configuration tab, which works the same no matter which one you picked.

4. Basic configuration

Every integration starts on the Basic configuration tab. Most of these fields are the same across every integration type, though a couple only show up for certain ones.

• Name (required): give the integration a name you'll recognize later, e.g. "Exchange import" or "Picasso."
• Licenses: shows how many licenses of this module type are currently in use. This is read-only — there's nothing to configure here.
• Location: the physical location (think of it as an address, e.g. "Normansvej 1") this integration and its calendars belong to. A location can contain several calendars/rooms underneath it. Note: on some integrations (like KMD), this field is locked and managed automatically by the integration itself rather than being something you choose.
• Calendar creation: controls how calendars are created during import. Three options:
  • Always create — creates a new calendar for anything found in the imported data, even if it doesn't match a known room or category.
  • Official only (default) — only adds calendars recognized by your existing rooms and category lists.
  • Use only existing — only imports into calendars that already exist in Q-Cal; never creates new ones.
• Client group: optional for most (import) integrations, but required for client-integrations. A client group is a way to scope a synchronization so it only affects clients within that group — for example, only importing or syncing clients belonging to one specific group rather than all of them. Groups themselves are managed under the Clients menu. In Q-Cal, a "client" is often the same thing as a customer.
• Import frequency: how often the integration checks for new data, e.g. every 5 minutes or every hour.
• Debug logging: when enabled, logs detailed data to files — useful for troubleshooting if something isn't importing correctly, but not something you need to turn on otherwise.

Fields that only appear on some integrations

• Time zone: only shown on integrations where the data source doesn't specify a timezone itself. Defines which timezone the imported event times should be interpreted as.
• Calendar sharing ("Manage calendar sharing"): lets you sync bookings between this Q-Cal account and other Q-Cal accounts. This is a more advanced setup aimed at users who need cross-account synchronization — see the dedicated calendar sharing guide if you need this.
• Network security: only seen on a few integrations. Configured separately, under your profile menu > Admin > Network Security.

5. Configure the integration-specific tab

Next to Basic configuration, you'll see a second tab named after the integration you picked (e.g. "Microsoft Exchange configuration" or "FTP module configuration"). This is where the settings specific to that integration live — follow that integration's own guide from here.

6. Activate and save

Once everything is configured:

1. Toggle Activate module on.
2. Click Save & Close.

Note: while a configuration is disabled, synchronizations won't happen automatically, and manual synchronizations won't be visible in views, menus, or similar.