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rendevo

Google Calendar Setup

Automatic two-way sync between your bookings and Google Calendar.

What Google Calendar Sync Does

Automatic Event Creation

  • Creates calendar events when appointments are booked
  • Includes customer name, service details, and notes
  • Sets correct timezone based on location
  • Adds duration based on service length

Two-Way Synchronization

  • Booking → Calendar: New appointments create calendar events
  • Calendar ← Booking: Status changes update calendar events
  • Real-time: Updates happen immediately

Status Updates

  • Confirmed: Calendar event created
  • Cancelled: Calendar event removed or marked cancelled
  • Completed: Calendar event marked as completed
  • Rescheduled: Calendar event time updated

Prerequisites

Subscription Requirement

  • Solo Plan or Higher required
  • Not available on Free plan

Google Account

  • Valid Google account with Google Calendar enabled
  • Must have permission to create/edit calendar events
  • Recommended: Use your business Google account

Step-by-Step Setup

Step 1: Start Integration

  1. Go to Settings → Integrations
  2. Find Google Calendar card
  3. Click Connect

Step 2: Google OAuth Authorization

  1. You'll be redirected to Google sign-in
  2. Select the Google account to use
  3. Review requested permissions
  4. Click Allow to grant access

Step 3: Verify Connection

  1. Redirected back to Integrations page
  2. Status shows Connected with green indicator
  3. Sync status shows "Last synced: Just now"

Step 4: Test the Sync

  1. Create a test appointment in Calendar
  2. Check your Google Calendar
  3. Event should appear within 30 seconds
  4. Try updating the appointment status
  5. Verify changes reflect in Google Calendar

How Sync Works

Event Creation Details

Event Title Format:

[Service Name] - [Customer Name]

Event Description Includes:

  • Customer contact information
  • Service details and price
  • Location name and address
  • Special notes or requests
  • Booking confirmation number

Event Timing:

  • Start time: Appointment start time
  • End time: Calculated from service duration
  • Timezone: Location's configured timezone

Status Synchronization

Appointment Status Google Calendar Action
Scheduled Creates new event
Confirmed Creates new event (if not already created)
Completed Marks event as completed
Cancelled Deletes event
No Show Keeps event, adds "No Show" note

Multi-Service Bookings

  • Each service gets its own calendar event
  • Events scheduled back-to-back
  • Grouped with same booking reference in description

Common Issues

"Sync Failed" Error

Cause: Access token expired or revoked Solution:

  1. Disconnect Google Calendar
  2. Reconnect using OAuth flow
  3. Reauthorize permissions
  4. Test with new appointment

Events Not Appearing in Google Calendar

Possible Causes & Solutions:

  1. Permission Issue

    • Go to Google Account settings
    • Check app permissions for rendevo
    • Ensure calendar access is granted

  2. Delayed Sync

    • Wait up to 1 minute for sync to complete
    • Refresh Google Calendar page
    • Check sync status in Integrations

  3. Timezone Mismatch

    • Verify location timezone is correct
    • Check Google Calendar timezone settings
    • Events appear at correct time in your timezone

Duplicate Events Created

Cause: Multiple sync triggers or reconnection Solution:

  1. Delete duplicate events in Google Calendar
  2. Ensure only one connection to Google Calendar
  3. Avoid rapid reconnecting
  4. If issue persists, disconnect and wait 5 minutes before reconnecting

Privacy & Security

Data Access

  • Only appointment data is synced
  • Customer data remains private in rendevo
  • No calendar data is read back into rendevo (one-way push)
  • Access tokens stored securely

Revoking Access

  • Disconnect in rendevo: Go to Integrations → Disconnect
  • Revoke in Google: Go to Google Account → Security → Third-party access
  • Both methods stop future syncing
  • Existing events remain in Google Calendar

Managing the Integration

Disconnecting

  1. Go to Settings → Integrations
  2. Find Google Calendar card
  3. Click Disconnect
  4. Confirm disconnection
  5. Existing calendar events remain (not deleted)
  6. Future appointments will not sync

Reconnecting

  1. Click Connect on Google Calendar card
  2. Go through OAuth flow
  3. Sync resumes for new/updated appointments
  4. Historical events not re-synced

Best Practices

  1. Use Business Google Account: Separate from personal calendar
  2. Check Sync Status Regularly: Monitor for any issues
  3. Test After Changes: Verify sync after reconnecting
  4. Timezone Awareness: Ensure location timezones are correct

Limitations

What's NOT Synced

  • Google Calendar events are NOT imported into rendevo
  • Editing events in Google Calendar does NOT update appointments
  • Sync is one-way only (rendevo → Google Calendar)
  • Cannot choose which appointments to sync (all sync automatically)