Google Calendar and Google Meet

Connecting

Settings → Scheduling → Calendars → Connect Google Calendar opens Google's consent screen. The connection belongs to you, the person: it is made once from your individual dashboard and applies wherever you host, including the teams you belong to. Google Calendar is the only calendar integration today; clients on any calendar still get a calendar file with every confirmation.

What it does

• Busy times come off your booking page. Anything busy on the calendars you choose is never offered. The check happens at booking time too, so a full calendar cannot be overbooked. Bookings made through Schedulign block their time with or without a calendar connected; the connection adds what is on your calendar already.
• Bookings land on your calendar, titled with the event and the client, then how the session is paid: Paid online, or Pay online while an online payment is still open; Pay offline until you mark it paid, then Paid offline. A code that took the whole price off reads Paid · $0 with a code, and a refunded session Refunded or Refunded in part. A free session says nothing about money, and one with no price listed says nothing until you mark it paid. The entry is updated when a booking moves, is canceled, is paid or is refunded.
• Google Meet links are created per booking on a video-call event that asks for them.

Moving or deleting an entry in Google Calendar

A booking is changed or canceled in Schedulign, never from the calendar. Moving or deleting its entry in Google Calendar does not change or cancel the booking, and the client is not told; each entry's description says so, with a link to the booking.

When an entry for an upcoming booking is deleted or moved in Google Calendar, you get one email naming the session, and the booking's row in Bookings reads Deleted in Google Calendar or Moved in Google Calendar. From the row, Put it back on the calendar writes the entry again at the booked time, and Cancel booking cancels it the usual way, with the client emailed. To change the time, arrange it with the client: they can reschedule from the link in their confirmation email.

Google Meet links

On a video-call event set to Create a Google Meet link for each booking, each booking's link is made with its entry on the host's calendar, through this same connection; no other Google permission is asked for.

• Ready at once, usually. The link rides the confirmation, the reminder and the calendar invitation.
• Still being made. Google sometimes takes a few seconds. The entry is checked again for a few seconds; if the link is still not there, the client's confirmation and calendar file say it follows by email, and the link is emailed to them as soon as Google has it (checked every 15 minutes), with an updated calendar invitation. The client gets that email once. Meanwhile the booking's row in Bookings reads Google Meet link on its way, and Add a link there sends the client a video link of your own instead.
• When no link can be made (your Google Calendar is disconnected, Google refuses Meet on your calendar, which a Google Workspace account can turn off, or Google never finishes making it), you get one email naming the session and what to do, and its row in Bookings reads No Meet link. Opened, the row says why and what to do. Try again asks Google again (after you reconnect in Settings → Scheduling → Calendars, if that was the reason) and answers beside the button, and Add a link sends the client a video link of your own, with an updated calendar invitation. The row and the client's email then call it a Video call link, or a Google Meet link when it is a Google Meet address. Until then, the client's emails and calendar file say the link follows by email; they never show an empty link.

On a team, the owner gets the same email about a team member's session while Email me about my team's bookings is on, whatever the choice of how they hear. A team member can press Try again on their own sessions; Add a link needs Confirm or change a session's location.

Choosing calendars

Once connected, Check these calendars for conflicts picks which calendars' busy times count, and Add bookings to picks where bookings are written (only calendars you can edit). Also block the buffer time around each session on the calendar pads each calendar entry with the event's buffers so travel and reset time are blocked too; unchecked, buffers still space out the booking page's times but the calendar entry is the session alone. Older connections may ask you to Reconnect once to allow the calendar list.

Disconnecting

Disconnect in the same tab ends the connection everywhere you host. Existing calendar entries stay on your calendar; new bookings stop landing there and busy times stop blocking.

On a team

A team member or admin connects from their individual dashboard, and the connection counts on every team they host for: busy times on the calendars they check block their times there, and each booking lands on the calendar they picked. The owner can also ask for a copy of every team member's booking on their own calendar, as free time, from Also add my team members' bookings to my calendar. Only the owner turns the copy on or off, and an admin's bookings are copied like any team member's.

When a session changes host (it is reassigned, or a client who booked Any available moves to a time another host takes), its entry stays on the old host's calendar, greyed, marked free and titled Moved to with the new host's first name. Its description then says only that the session moved: the client's contact details, the link to the booking and the Google Meet link come off it. A new entry is written on the new host's calendar, and a video-call session gets a new Google Meet link. The owner's copy is renamed for the new host, or greyed when the owner takes the session. Nothing is deleted from anyone's calendar, and the calendar of someone removed from the team is never written to.