Google Calendar Integration
Sync Google Calendar for free/busy availability, automatic event creation on Workestra bookings, and Google Meet link generation.
Google Calendar Integration
Connect Google Calendar so Workestra can:
- Read your free/busy — booking links hide slots that overlap with events in your Google Calendar (even meetings booked outside Workestra)
- Write events — every confirmed booking on a Workestra link auto-creates a Google Calendar event with the attendee invited
- Generate Meet links — when Auto-generate Meet link is on for a booking link, every event includes a Google Meet URL automatically
If you only need to view your calendar inside Workestra, you don't need the integration — Workestra has its own Calendar dashboard. The integration matters when you want free/busy syncing with the booking flow or Meet link automation.
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What It Does
- Availability checking — See free/busy times when scheduling
- Event creation — Create calendar events from Workestra
- Meeting sync — Two-way event synchronization
- Reminders — Calendar notifications for activities
Connecting Google Calendar
OAuth Flow
- Go to Settings > Connected Accounts
- Click Connect Google Calendar
- Sign in to Google
- Grant permissions:
calendar.readonly— View calendarscalendar.events— Create events
- Select calendars to sync
- Save
Permissions Explained
| Permission | Purpose |
|---|---|
| View calendars | Check availability |
| Create events | Schedule meetings |
| Edit events | Update existing events |
Workestra only accesses calendars you explicitly select. Other calendars remain private.
Using the Integration
Scheduling Activities
When creating a meeting:
- Add activity in Workestra
- Click Find Time
- See availability from Google Calendar
- Select available slot
- Activity creates calendar event
Creating Calendar Events
From Workestra activities:
- Automatically create calendar events
- Include meeting details
- Add attendees
- Set reminders
Availability View
See free/busy times:
- Color-coded availability
- Working hours respect
- Multiple calendar support
- Timezone handling
Calendar Selection
Primary Calendar
Default calendar for events:
- Go to calendar settings
- Select primary calendar
- New events go here by default
Multiple Calendars
Connect multiple calendars:
- Personal calendar
- Work calendar
- Team calendars
- View combined availability
Event Synchronization
Two-Way Sync
Changes sync both ways:
| Workestra | → | Google Calendar |
|---|---|---|
| Create activity | → | Create event |
| Update time | → | Update event |
| Delete activity | → | Remove event |
| Google Calendar | → | Workestra |
|---|---|---|
| Event created | → | Create activity |
| Event updated | → | Update activity |
| Event deleted | → | Cancel activity |
Sync Settings
Configure sync behavior:
| Setting | Options |
|---|---|
| Sync direction | One-way or two-way |
| Event types | All or selected |
| Privacy | Show details or busy only |
| Sync frequency | Real-time or hourly |
Troubleshooting
"Calendar Not Found"
- Re-authenticate connection
- Re-select calendars
- Check calendar permissions
Events Not Syncing
- Check sync is enabled
- Verify event meets filters
- Check for conflicts
- Review sync logs
Wrong Timezone
- Check Google Calendar timezone
- Verify Workestra profile timezone
- Update if needed
How it interacts with booking links
This is the most common reason teams enable the Google Calendar integration. Once connected:
| Booking link setting | Effect with Google Calendar connected |
|---|---|
| Use Google Calendar | Slots that overlap any event on your Google Calendar are hidden on /book/<slug>. Meetings booked outside Workestra still block your availability — no double-booking. |
| Auto-generate Meet link | Every confirmed booking creates a Google Calendar event with a Google Meet URL. The URL is included in the attendee's confirmation email and shown as a Join button on the Calendar dashboard. |
In a round-robin link, each rep's own Google Calendar is consulted when computing availability — not just the link owner's. Pools can mix providers (Google + Microsoft + no-provider) and each rep's calendar is checked individually. See Round-Robin for the per-member fan-out details.
Next Steps
- Calendar & Scheduling overview — Workestra's own scheduling features
- Booking Links — Where to enable Google Calendar per link
- Round-Robin — Team rotation links with per-member fan-out
- Microsoft 365 Calendar Integration — the equivalent for Outlook / M365 teams
- Embed Widget — host the booking flow on your own site
- Activities — Schedule meetings
- Profile Settings — Set timezone