1. Introduction
Ruby (a product of 17404531 Canada Inc, a Canadian Corporation) ("we," "us," or "our") provides an AI-powered sales intelligence platform. The Ruby Outlook Calendar integration ("the Integration") connects your Microsoft 365 / Outlook Calendar to Ruby so that upcoming meetings can be linked to account, contact, and deal records. This page explains how to install, configure, use, and disconnect the Integration.
2. About Ruby
Ruby helps revenue teams turn meeting data into structured insight. Once the Integration is connected:
Upcoming Outlook Calendar events appear inside Ruby, linked to account, contact, and deal records
Calendar events help Ruby match meeting transcripts (from other connected sources) to the correct deal or account
You can view and manage your synced events from inside Ruby
Insights are surfaced in your Ruby workspace
3. Prerequisites
3.1 Microsoft Requirements
A Microsoft 365 / Outlook account in good standing
The Microsoft account you connect must use the same email address as your Ruby account
3.2 Ruby Requirements
An active Ruby account at app.heyruby.io
A Ruby plan that includes the Outlook Calendar integration
4. OAuth Scopes Requested
The Integration uses Microsoft identity platform OAuth 2.0 (Microsoft Graph). During installation you will be asked to grant the following scopes:
Calendars.Read Reads events on your default calendar — including subject, time, location, description, organizer, and attendees — so that Ruby can display upcoming meetings and match them to deal and account records. This scope is read-only; Ruby cannot create, modify, or delete events in your calendar. Calendar event data is stored in PostgreSQL, encrypted in transit via TLS 1.2+, and retained while the connection is active.
User.Read, openid, profile, email Used to confirm your Microsoft account identity during sign-in. Ruby verifies that the Microsoft account you connect uses the same email address as your Ruby account, and will reject the connection if they do not match.
offline_access Allows Ruby to keep your connection active without requiring you to sign in again each time your access token expires.
Ruby requests only the minimum scopes needed for the features described in this document.
Note on OAuth token storage: Microsoft OAuth tokens (access token and refresh token) are stored directly by Ruby in an encrypted database table, scoped to your user account.
5. Installing the Integration
5.1 From Inside Ruby
Sign in at app.heyruby.io
Open Settings and select the Integrations section
Click "Connect" next to Outlook Calendar
Sign in to Microsoft and review the permissions, then click "Accept"
Ruby checks that the Microsoft account you used matches your Ruby account email. If they don't match, the connection is rejected and you'll be asked to try again with the correct account
You will be returned to Ruby with the connection complete
6. Initial Configuration
After connecting, Outlook Calendar has no separate settings panel — Ruby reads your default calendar automatically. Per-event options are available from the calendar view inside Ruby (see Section 9).
If you also connect a meeting transcript source (such as Zoom, Microsoft Teams, Fireflies, Fathom, Granola, or Gong), Ruby attempts to match incoming transcripts to your calendar events using meeting time and attendee overlap. No separate configuration is needed for this matching.
7. Participant Consent and Host Responsibility
The Integration reads event details — including attendee names and email addresses — for meetings on your default calendar. Ruby does not modify your calendar or notify attendees in any way.
You are responsible for ensuring that your use of Ruby, including the storage and processing of calendar event details and attendee information, complies with applicable law. Depending on jurisdiction, this may include obligations under Canada's PIPEDA, Quebec Law 25, the EU General Data Protection Regulation, the California Consumer Privacy Act, and other applicable laws
Ruby relies on your representation that your use of the Integration is authorized and lawful
If a calendar attendee requests that their information be removed from Ruby, you can request deletion at any time by emailing support@heyruby.io with the subject "Data Deletion — Outlook Calendar."
8. How the Integration Works
8.1 Data Flow
You authorize the Integration from inside Ruby and confirm your Microsoft identity
Microsoft redirects back to Ruby and the authorization is complete
Ruby fetches events from your default calendar for the coming week, on request or on a schedule configured by your administrator
Event details are stored and linked to deal, account, and contact records where a match can be found
When other connected sources deliver a meeting transcript, Ruby attempts to match it to a calendar event by time and attendee overlap
8.2 What Ruby Accesses
Event metadata: subject, start and end time, location, and a preview of the event description
Organizer and attendee names, email addresses, and response status
8.3 What Ruby Does Not Currently Access
Any calendar other than your default calendar
Events further than approximately one week in the future, or any past events outside that window
The full body of an event description — only a short preview is read
The ability to create, edit, or delete calendar events — the connection is read-only
Mail, Teams chat, Outlook contacts, or any other Microsoft 365 data outside of Calendar
Meetings where every attendee is internal to your organization (these are filtered out and not synced)
If we expand the Integration to access additional data types in the future, this Documentation page and the OAuth scopes presented during installation will be updated before any new access begins.
9. Features
9.1 Calendar View
A view of upcoming meetings inside Ruby, linked to deal, account, and contact records where a match exists.
9.2 Manual Sync
You can manually refresh your synced events from Settings → Integrations → Outlook Calendar, or from the calendar view, to pull in the latest changes from your Outlook Calendar on demand rather than waiting for the next scheduled sync.
9.3 Event Management
You can discard an event you don't want Ruby to track, restore a previously discarded event, or manually trigger further processing for a specific event from the calendar view inside Ruby.
10. Disconnecting the Integration
Outlook Calendar does not currently have a dedicated "Disconnect" button. If Ruby's stored access to your calendar stops working — for example, if you revoke Ruby's access from your Microsoft account security settings — Ruby will stop being able to fetch new calendar events the next time it tries, and your connection will show as not connected in Settings.
To fully revoke Ruby's access to your Outlook Calendar from Microsoft's side:
Go to myaccount.microsoft.com/security-info or myapps.microsoft.com
Find "Ruby" (or "Hey Ruby") in the list of connected apps
Remove or revoke its access
If you'd like Ruby to stop syncing your calendar without going through Microsoft, contact support@heyruby.io and we will disable the connection on our end.
11. Data Deletion After Disconnect
When the connection is removed or stops working:
Ruby stops fetching new calendar events
Existing calendar events and any deal links already created remain associated with your account so historical context is preserved
To delete previously synced calendar data, email support@heyruby.io with the subject "Data Deletion — Outlook Calendar"; we will purge or anonymize the requested data within 30 days
12. Troubleshooting
12.1 Authorization Failed
Confirm you are signing in to Microsoft with the same email address as your Ruby account — Ruby rejects connections from a different Microsoft account
The OAuth flow may have timed out — try connecting again
Confirm that cookies and pop-ups are allowed for login.microsoftonline.com and app.heyruby.io
12.2 Events Are Not Appearing in Ruby
Confirm the event is on your default Outlook calendar — events on secondary or shared calendars are not synced
Confirm the event is within the next week — Ruby only looks ahead about seven days
If every attendee on the event is from your own organization's domain, the event is filtered out by design
Try a manual sync from Settings → Integrations → Outlook Calendar
12.3 My Connection Shows as Disconnected Even Though I Didn't Remove It
This can happen if your Microsoft account's permission to Ruby was revoked, your password changed, or the stored access expired. Reconnect from Settings → Integrations to restore the connection.
13. Security and Privacy
For details on how Ruby handles your data, see our Privacy Policy at heyruby.io/privacy.
All data is transmitted using TLS 1.2 or higher. Calendar event data, including attendee information, is stored in a PostgreSQL database on AWS RDS.
14. Frequently Asked Questions
14.1 Can Ruby create or edit events on my calendar?
No. The Integration is read-only. Ruby can only read events from your default calendar — it cannot create, modify, or delete anything in Outlook Calendar.
14.2 Does Ruby use my calendar data to train AI models?
Ruby does not use customer-identifiable calendar data to train shared models that benefit other customers. AI insights generated from your data are for your account only.
14.3 Can my teammates see my calendar events in Ruby?
Visibility is controlled by your Ruby workspace settings. By default, calendar events are visible to the event owner and to team members assigned to the related deal.
14.4 Why does Ruby require my Microsoft email to match my Ruby email?
This check prevents accidentally connecting the wrong Microsoft account, or connecting a personal account when you intended to connect a work account.
14.5 Does Ruby automatically assign meetings to a deal?
No. Ruby attempts to match meetings to existing account and contact records using calendar data, but assigning a meeting or transcript to a specific deal is a manual step you take inside Ruby.
14.6 How often does Ruby sync my Outlook Calendar?
Outlook Calendar events are synced when you trigger a manual sync, or on a schedule configured for your workspace. There is currently no continuous real-time sync for Outlook Calendar.
14.7 In which regions is Ruby available?
Ruby is currently available to users in North America (United States and Canada). International users may use Ruby subject to applicable laws and regulations in their jurisdiction.
15. Versioning and Changelog
Material changes to scopes, features, or data handling practices are reflected by updating the Effective Date above and revising this page before the changes take effect.
16. Contact Us
17404531 Canada Inc. support@heyruby.io A Canadian Corporation
Disclaimer
This Documentation page describes how to use the Ruby Outlook Calendar integration and does not modify any executed agreement. Use of the Integration is also governed by our Privacy Policy and Microsoft's API Terms of Use.