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This guide applies to:

  • Basic Edition
  • Plus Edition
  • Pro Edition
  • Business Edition

Introduction

Everything you need to know about how Google Calendar Syncs with SSA.

See below for some of the most asked questions on how syncing with Google Calendar will affect your Booking Calendar on SSA.


Is There a Two-Way Sync With Google Calendar?

Yes! As of right now SSA syncs by:

  • Creating events on Google Calendar based on newly booked appointments
  • Reading existing events from Google Calendar to exclude those time slots on your Booking Calendar

How About Editing and Cancelling?

If someone cancels or edits an appointment, only the Event Title updates itself.

When someone cancels or edits an appointment via SSA, the original Google Calendar event Title will then include the word – Canceled. For example, Phone Call Meeting – Canceled.

And, the Booking Calendar will open the original time slot again.

You’ll have to manually delete the old event on Google Calendar.

Also SSA doesn’t know if you’ve edited or cancelled an event on Google Calendar. You have to cancel or edit the appointment from the SSA Admin page or the client won’t see any change.


Why aren’t the Google Calendar All Day Events being blocked?

Often Google Calendar will default to a “Free” (available) status for all day events.

The idea is if you add someone’s Birthday as an all day event or if you want to mark that a friend is in town then you don’t want to actually make yourself unavailable for other events.

There are two options if you want the all-day event to be blocked off in your Booking Calendar…

  1. in Google Calendar, click on the Free status and change it to Busy
  2. in Google Calendar, change the type from “Event” to “Out of office” (which automatically changes the default status to Busy

What Appointment Fields go into Creating the Event in Google Calendar?

The Event Title combines the Client Name and Appointment Type Name. For example. Mary Lou – Video Call

The Event duration uses the Appointment Start Date/Time and End Date/Time.

The Event Description holds all the fields from the booking form. For example, checkboxes, radio buttons, single text, multi-line text, and phone numbers.

Here is an example of a Booking Form with all the field types used:

booking form  - appointment type

And here is how that looks in Google Calendar:

Appointment type - Google Calendar view

Does Google Event Information Get Stored in My Site’s Database?

Yes, we store a couple month’s worth of start/end times for your Google Calendar Events. This is cached so that your availability can be loaded as fast as possible.

After the start/end times become part of the past, we delete the data from the database.

We never store any Event titles, details, addresses, phone numbers, etc.


Why Aren’t My New Appointments Syncing?

After enabling Google Calendar and filling out the client keys, you need to finish setting up by going to the Appointment Types and updating the Google Calendar settings.

If you’ve already gone through the steps in Syncing with Google Calendar, and still don’t see your new appointments, send us an email at support@simplyscheduleappointments.com.


Why Aren’t My Old Appointments Syncing?

Google Calendar will only start syncing new appointments. Old appointments booked for that Appointment Type don’t transfer over after setup.


Can I Send a Google Calendar Invite for the Booked Appointment?

No, at the moment we don’t support this feature. This is on our to-do list and we will consider this for future releases 😊

Send us an email at support@simplyscheduleappointments.com to show interest and get this ranked higher on our to-do list.


Can I Connect More than one Google Calendar Account for Employees?

Not directly, but here’s a guide that should help you setup our best workaround: Connect Multiple Google Accounts to Google Calendar Sync


Still stuck?

File a support ticket with our five-star support team to get more help.

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