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Google Calendar Integration

Required Permission
Manage Company Settings - You must have the Manage Company Settings permission to access this setting.

Sync your Readybuild appointments and activities with Google Calendar. This integration automatically pushes Readybuild appointments to your Google Calendar.

Overview​

The Google Calendar integration provides:

  • Automatic calendar updates - Readybuild appointments appear in Google Calendar
  • Availability awareness - Readybuild sees your Google Calendar busy times when scheduling
  • Mobile access - View Readybuild appointments on any device through Google Calendar
  • Company-wide setup - an administrator enables sync once for every team member; users don't connect anything themselves

Prerequisites​

Before setting up the integration, ensure you have:

  • A Google Workspace account (personal Gmail accounts are not supported)
  • Super admin access to the Google Admin Console, to authorize Readybuild through domain-wide delegation
  • Administrator access in Readybuild (for enabling the integration)
  • Each team member's email address in Readybuild matches their Google Workspace account, since events sync to the calendar of that address

Setup Instructions​

Step 1: Enable Google Calendar (Administrator)​

First, an administrator must enable Google Calendar integration for the company:

  1. Go to Settings > Data & Automation > Integrations in Readybuild
  2. Find Google Calendar in the list
  3. Click Configure
  4. Click Enable Google Calendar Integration

The page then shows a Client ID and an OAuth Scope. Keep it open for the next step.

Step 2: Authorize Readybuild in Google Workspace (Administrator)​

A Google Workspace super admin grants Readybuild access to your domain's calendars through domain-wide delegation:

  1. From the Google Admin Console sidebar, navigate to Security > Access and Data Control > API Controls
  2. Scroll to the Domain Wide Delegation section
  3. Click Manage Domain Wide Delegation
  4. Click Add New
  5. Fill in the Client ID and OAuth Scopes shown on the Readybuild configuration page
  6. Click Authorize

That's it. Sync covers your whole team; individual users don't need to sign in to Google or authorize anything.

What Gets Synced​

Readybuild → Google Calendar (Automatic)​

When you create or update appointments in Readybuild, they automatically push to Google Calendar:

Readybuild FieldGoogle Calendar Field
Appointment titleEvent title
Date/TimeEvent date/time
LocationEvent location
Description/NotesEvent description
Assigned userCalendar owner

Google Calendar → Readybuild (Read-Only)​

Readybuild reads your Google Calendar to show your busy times in the scheduling view. This helps with:

  • Viewing availability when scheduling appointments
  • Preventing double-booking
  • Seeing your complete schedule in one place

Important: Events created directly in Google Calendar appear as busy blocks in Readybuild but are not converted into Readybuild appointments. If you edit an appointment in Google Calendar that originated from Readybuild, those changes do not sync back.

Activities​

Readybuild activities (calls, meetings) sync to Google Calendar:

  • Scheduled activities appear as calendar events
  • Activity updates in Readybuild push to Google Calendar

How Sync Works​

Readybuild Appointments → Google Calendar​

  1. Create or edit an appointment in Readybuild
  2. Within minutes, the appointment appears in your Google Calendar
  3. Updates and deletions in Readybuild sync automatically to Google Calendar

Google Calendar Events → Readybuild (Availability Only)​

  1. Readybuild periodically reads your Google Calendar
  2. Your Google Calendar events appear as busy blocks in Readybuild's scheduling view
  3. This helps prevent double-booking when scheduling new appointments
One-Way Sync

If you modify a Readybuild appointment directly in Google Calendar, those changes will not sync back to Readybuild. Always edit appointments in Readybuild to keep both systems accurate.

Sync Timing​

  • New events sync within 1-5 minutes
  • Updates may take slightly longer during high-activity periods

Configuration Options​

Calendar Selection​

Readybuild syncs with your primary Google Calendar. If you have multiple Google calendars, events will appear on your main calendar.

Calendar Event Privacy​

By default, Readybuild only hides the details of events marked as private in Google Calendar — those events display as "Private" with no title or location visible to other users.

If you want all of your imported calendar events to be treated as private — regardless of how they're marked in Google Calendar — you can enable this with a per-user toggle.

Enabling Private Calendar Import​

  1. Go to your Account page
  2. Find the Calendar Settings section
  3. Turn on Import all calendar events as private

When enabled, every event imported from your Google Calendar will display as "Private" to other Readybuild users. The event title and location are hidden. This setting takes effect on the next sync cycle and retroactively applies to previously imported events.

Administrator Override​

Administrators can manage this setting for other users:

  1. Go to Settings > Company > Team Members
  2. Select the team member
  3. Open the General Info tab
  4. Check Import Calendar Events as Private
info

This is a per-user setting — enabling it for one user does not affect anyone else's calendar imports.

Troubleshooting​

Events Not Appearing in Google​

Problem: Readybuild appointments don't show in Google Calendar

Solution:

  1. Check that you're viewing the correct Google calendar
  2. Wait a few minutes for sync to complete
  3. Ask your administrator to confirm the integration is enabled in Readybuild and that the domain-wide delegation entry (Client ID and OAuth Scopes) is still present in the Google Admin Console

Google Events Not Showing as Busy​

Problem: Google Calendar events don't appear as busy time in Readybuild

Solution:

  1. Ensure the event is on your primary calendar (not a secondary calendar)
  2. Wait for the periodic sync to run (can take several minutes)

Note: Google Calendar events appear as busy blocks for scheduling purposes only—they are not converted into Readybuild appointments.

Sync Stopped for Everyone​

Problem: Sync stopped working for all users

Solution:

  1. Confirm the integration is still enabled at Settings > Data & Automation > Integrations > Google Calendar
  2. In the Google Admin Console, check that the domain-wide delegation entry for Readybuild still exists with the Client ID and OAuth Scopes shown on the Readybuild configuration page
  3. If it was removed or changed, add it again and click Authorize

Duplicate Events​

Problem: Same event appears twice

Solution:

  1. Check if you're syncing with multiple calendar services (Google + Microsoft)
  2. Delete the duplicate from one system
  3. Future events should sync correctly

Time Zone Issues​

Problem: Events appear at wrong times

Solution:

  1. Verify your Readybuild time zone in settings
  2. Check your Google Calendar time zone settings
  3. Ensure both match your actual location

Best Practices​

For Administrators​

  • Enable the integration before onboarding new users
  • Leave the domain-wide delegation entry in place in the Google Admin Console; removing it stops sync for everyone
  • Designate a calendar naming convention

For Users​

  • Use consistent event titles for easy identification
  • Check sync status if you notice missing events

Disabling the Integration (Administrator)​

To turn off Google Calendar for the entire company:

  1. Go to Settings > Data & Automation > Integrations
  2. Click Configure on Google Calendar
  3. Click Disable Calendar Sync (sync stops immediately; there is no confirmation step)
Important

Disabling the integration stops calendar sync for all users.

Frequently Asked Questions​

Q: Can I sync multiple Google calendars?

A: Currently, Readybuild syncs with one primary Google calendar per user.

Q: Do all team members need to connect separately?

A: No. An administrator enables the integration once for the whole company; team members don't connect or authorize anything.

Q: What happens to events if the integration is disabled?

A: Existing events remain in both systems but stop syncing. No events are deleted.

Q: Can I use both Google Calendar and Microsoft 365 Calendar?

A: You can only have one calendar provider active at a time. Choose the one your team uses most.

Q: Are recurring events supported?

A: Recurring events sync individually—each occurrence appears as a separate event.

Q: Can I sync with a shared team calendar?

A: Individual user calendars are supported. Shared calendar sync is not currently available.