Calamari integration

Did you know that you can automatically synchronize employee data from Calamari directly to gSignature? This integration allows you to automatically update employee information, which means that your email signatures will always contain the latest data from your HR system.

In this article, we will show you how to set up the integration step by step and explain what data is synchronized.

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What is Calamari integration?

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Calamari integration is a feature that allows you to automatically retrieve employee data from the Calamari system and map it to the appropriate fields in gSignature. This means that:

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✅ Email signatures are automatically updated

✅ You don't have to manually enter changes to employee data

✅ Data is always up to date and consistent

✅ You save time on data management

✅ Automatically synchronizes employee absences

✅ Adds vacation information to email signatures

✅ Displays substitute data in case of absence

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How to start the integration?

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Step 1: Get access to the Calamari API

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First, you need to obtain access data from the Calamari system:

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Go to the Calamari API configuration

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• Log in to your Calamari account
• Open https://app-new.calamari.io/clockin/configuration/api

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Add an API key

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• Name the API key as you wish
• Select the full data range
• Generate the key

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Copy the access data

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• Copy the API Key
• Copy the Tenant (lease name)

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Step 2: Configure the integration in gSignature

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Now configure the integration in gSignature:

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Open the integration settings

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• In gSignature, go to Settings → Integrations
• Find the “Calamari Integration” section

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Click “Go to Calamari”

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• The button will open the configuration panel
• At the same time, a new window with the Calamari API configuration will open

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Enter your access data

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In the “Configuration” section, enter:

• Calamari API Key: Paste the copied API key
• Calamari Tenant: Enter the tenant name (e.g., “your-company”)

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Save the configuration

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• Click “Save Configuration”
• The system will verify the correctness of the data

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Step 3: Enable absence synchronization (optional)

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If you want to synchronize employee absences: Find the “Calamari Absence Integration” section. Check “Enable Calamari Absence Synchronization.” Configure the settings:

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• Absence text: (e.g., “On vacation”)
• Substitute text: (e.g., “For urgent matters, contact: ”)
• Advance notice: select the number of days (1-60)
• Click “Save.”

Data synchronization

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First synchronization

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After saving the configuration, you can start synchronization:

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Click “Synchronize with Calamari.”

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• The system will download the data of all active employees
• The process may take several minutes depending on the number of employees

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Check the synchronization status

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• The date of the last synchronization will be visible in the integration section
• Check if the synchronization was successful

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Overwriting employee data

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⚠️ Important: This operation will overwrite existing employee data!

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Click “Overwrite data from Calamari”

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• The system will update employee profiles with data from Calamari
• The operation requires confirmation

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What will be overwritten:

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• Basic employee data (first name, last name, email)
• Position and department
• Supervisor information
• Phone numbers

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Absence synchronization

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The system automatically retrieves planned absences from Calamari and adds them to employee email signatures. Absence information is displayed in the userPlannedAbsence variable.

Automatic synchronization:

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• Twice a day
• With each manual employee synchronization
• Only for active, approved absences

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Data mapping example

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Data in Calamari:

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First name: Jan

Last name: Kowalski

Email: jan.kowalski@firma.pl

Position: Senior Developer

Team: IT

Supervisor: Anna Nowak

Work phone: +48 123 456 789

Home phone: +48 987 654 321

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Data in gSignature after synchronization:

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givenName: Jan

familyName: Kowalski

email: jan.kowalski@firma.pl

fullName: Jan Kowalski

jobTitle: Senior Developer

userDepartment: IT

userManager: Anna Nowak

phoneNumber: +48 123 456 789

mobileNumber: +48 987 654 321

Absence data in Calamari:

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Vacation: December 20, 2024 to December 27, 2024

Substitute: anna.nowak@firma.pl

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Data in gSignature after synchronization:

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userPlannedAbsence: “On vacation<br/>2024-12-20 09:00 - 2024-12-27 17:00 (Europe/Warsaw)<br/>For urgent matters, contact: anna.nowak@firma.pl”

Troubleshooting

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Common problems and solutions

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Problem: “Calamari API key and tenant are required” - Solution: Check that both fields have been entered in the configuration

Problem: “Failed to save configuration” - Solution: Check that the API Key and Tenant are correct

Problem: "No Calamari data found. Please sync first“ - Solution: Synchronize first before overwriting

Problem: ”Error during sync“ - Solution: Check your internet connection and the correctness of your access data

Problem: ”Absences are not displayed in signatures" - Solution: Check that absence synchronization is enabled and that you are using the $ {userPlannedAbsence}

Problem: “Incorrect dates are displayed” - Solution: Check the time zone in Calamari settings

Problem: “No substitute information” - Solution: Make sure that a substitute is assigned to the absence in Calamari

Checking the status

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• The date of the last synchronization is displayed in the integration section
• Check the logs in the browser console (F12) for errors
• Contact support if the problems persist

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Security and privacy

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How we protect your data

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🔒 The API Key is encrypted and stored securely

🔒 Data is synchronized only for your domain

🔒 Employees archived in Calamari are not synchronized

🔒 The overwrite operation requires confirmation

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Functionality limitations

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• Synchronization only works for active employees
• The API must be correctly configured in Calamari
• Data is synchronized in one direction (Calamari → gSignature)
• There is no automatic real-time synchronization
• Absence synchronization only works for active, approved absences
• The maximum advance notice is 60 days
• You cannot use absences from Google Calendar and Calamari at the same time
• Absences of archived employees are not synchronized

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Summary

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Integration with Calamari is a powerful tool that allows you to automatically manage employee data in gSignature. With this integration, you:

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✅ Save time on manual data entry

✅ Ensure that the information in signatures is up to date

✅ Maintain data consistency between systems

✅ Automate employee management processes

✅ Automatically report absences in signatures

✅ Simplify communication with customers and colleagues

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Next steps

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1. Configure the integration according to the instructions above
2. Test synchronization on a small group of employees
3. Overwrite the data when you are ready
4. Monitor the synchronization status regularly

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