Connect Google Calendar

To connect Google Calendar, open your calendar, choose Google Calendar two-way sync from its menu, and choose Connect. Once connected, the events assigned to you go to the Google calendar you pick, your Google events show in your Workspace369 calendar, and busy times on the Google calendars you choose block your public booking pages.

Google Calendar sync is available on every plan. Online booking starts on the Specialist plan, so the booking-availability part applies only if you take online bookings. See Online booking overview.

Each person connects their own account

Every team member connects their own Google account. Nothing you connect affects a teammate's calendar, and nobody else sees your Google events. Your connection, your destination calendar and your calendar choices are yours alone.

Any member who can see the calendar can connect their own account. No extra permission is needed.

Where to start

Open your calendar and choose Google Calendar two-way sync from the calendar's menu. On a phone, it is under the More actions button in the calendar header.

If you can manage integrations, you can also open Settings → Data → Integrations, find Google Calendar under Available and choose Set up. After you connect, the card moves to Connected and its button reads Manage.

Connect your Google account

1. On the Google Calendar page, find the Connection section.
2. Next to Connect Google account, choose Connect.
3. Sign in to Google and approve access to the account whose calendars you want to use.
4. Back in Workspace369, check the account shown in the confirmation. It reads "Connect to Google Calendar?" and names the Google account you signed in with.
5. Choose Connect.
6. Wait for the page to show the status Connected.

Sync turns on when you connect. If you close the Google window without finishing, nothing is connected. Open the Google Calendar page and choose Connect again.

Choose your calendars

After you connect, the Calendar preferences section appears. It holds three choices.

• Add assigned events to: The Google calendar that receives your Workspace369 events. Pick one where you can add events. Your primary calendar is the starting choice. Changing it moves your upcoming assigned events to the new calendar right away, up to 100 events in the next 90 days.
• Check busy times on: The Google calendars whose busy events block your public booking times. Choose at most 10. Clear them all to turn Google conflict checking off.
• Show Google events: Turn on Show my Google events in Workspace369, then use Calendars to show to pick the Google calendars whose events appear in your Workspace369 calendar. Choose at most 10. Calendars to show appears only while the switch is on.

Choose Save when the save bar appears. The preferences save together. The rest of the page saves as you change it.

What syncs in each direction

From Workspace369 to Google

• Only events assigned to you go to Google. Events assigned to a teammate go to that teammate's calendar if they have connected theirs.
• Updates sync as you make them. When you move or edit an event, the Google copy changes too.
• When an event is cancelled or deleted, its Google copy is removed.
• Workspace369 is the source of truth for its own events. Editing a Workspace369 event in Google does not change it in Workspace369, so make the change in Workspace369.

From Google to Workspace369

• Turn on Show my Google events in Workspace369 under Show Google events, then choose Calendars to show. If you choose none, Workspace369 shows your destination calendar.
• Google events appear read-only in your Workspace369 calendar, and only you can see them. To change one, edit it in Google Calendar.
• Workspace369 reads them live when you open the calendar. It does not keep a copy of your Google events.
• Cancelled events and events you declined do not show. Events that Workspace369 itself sent to Google do not show twice.

Sync now

Updates normally sync on their own. If you want to push everything again, open the Sync section and choose Sync now. It sends up to 100 assigned events from the next 90 days. Use the switch Sync my assigned events to Google Calendar to turn syncing from Workspace369 to Google on or off without disconnecting.

How it affects booking availability

Busy times on the calendars you chose under Check busy times on block matching times on your public booking pages. A client cannot book a slot that overlaps a busy Google event, so a dentist appointment or a call someone else booked stays protected.

• An event marked Free in Google does not block. Google marks all-day events Free by default, so an all-day event only blocks if you set it to Busy.
• Cancelled events do not block.
• Events Workspace369 sent to Google are not counted twice. The booking already blocks the time.
• The check applies to you as a host. A teammate's Google calendar blocks only their own times.
• A new connection or a changed choice can take up to a minute to affect the booking page.
• If Google cannot be reached when a client opens a booking page, that host's times show as free, so the page still works. Keep your Workspace369 calendar current as the main record.

To set up the services and hosts that these times apply to, see Configure a service for online booking. For events and tasks on the calendar, see Projects, tasks and scheduling.

Disconnect Google Calendar

1. Open the Google Calendar page from your calendar's menu.
2. Next to Connected Google account, choose Disconnect.
3. Read the confirmation, then choose Disconnect again.

When you disconnect:

• Syncing and Google-based availability checks stop. Busy Google events no longer block your booking pages.
• Workspace369 tries to remove the Google copies it created for events assigned to you. Check Google Calendar afterwards and delete any that remain.
• Your Google events stop showing in Workspace369, and Show my Google events in Workspace369 turns off.
• Your Workspace369 events stay as they are.

You can reconnect any time. Connecting Google Calendar also lets Google Meet use the same account, unless you connected Meet separately.

Privacy

Workspace369 asks Google for access to your calendars. It uses that access to list your calendars so you can choose them, to add and update the events it sends, and to read events for the calendars you chose.

• It reads event titles, times, places and links to show your Google events. It does not read other people's details, descriptions or video call details. It checks only your own reply, so events you declined are hidden.
• Teammates cannot see your Google events.

Troubleshooting

Return to Online booking overview.