Sync Calendar to Google Calendar

Google Calendar integration allows you to keep your schedule aligned between the system and Google Calendar. You can choose between one-way or two-way syncing depending on how you want your calendars to work together. 

With one-way sync, appointments created in the system are sent to Google Calendar. 

With two-way sync, appointments created in the system are sent to Google Calendar, and events from selected Google calendars are displayed in the system. This gives you a more complete view of your availability and helps prevent scheduling conflicts. 

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Overview of Calendar Sync Options

When you connect Google Calendar, you can choose one of two sync types.

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Set Up One-Way Sync

1. Click your Name in the top right corner.
2. Select My Profile and settings.
3. Select the Preferences > Calendar syncing tab.
4. Click the Sync with Google calendar button.
5. Authorize access to your Google account.
6. Under Type of sync, select One-way.

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7. Click Save.
8. Click the Manually sync Google Calendar button to immediately apply changes.
9. Review the dedicated calendar that is automatically created for your synced appointments.

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Set Up Two-Way Sync

Video Overview

Watch this 12-minute overview of two-way Google Calendar synchronization to learn how calendar selection, Google appointment visibility, availability, double-booking prevention, and placeholder appointments work. 

1. Click your Name in the top right corner.
2. Select My Profile and settings.
3. Select the Preferences > Calendar syncing tab.
4. Click the Sync with Google calendar button.
5. Authorize access to your Google account.
6. Under Type of sync, select Two-way.

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7. Review the information displayed under How two-way syncing works.
8. Under Select Google Calendars to show in TheraNest, select the Google calendar(s) you want displayed.
9. Click Save.
10. Click the Manually sync Google Calendar button to immediately apply changes.
11. Review the dedicated calendar that is automatically created for your synced appointments.

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Identify Google Appointments

Google appointments display alongside appointments created in the the system. 

Google appointments are identified by a Google icon within Calendar and Agenda views.

The icon allows you to quickly distinguish Google appointments from appointments created directly in the system.

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View Google Appointments

Google appointments display throughout the Schedule page, including Calendar and Agenda views.

Google appointments include a Google icon so they can be easily identified.

In Agenda view, Google appointments include a View in Google calendar button that opens the appointment in Google Calendar.

Click a Google appointment to open a read-only details panel.

The details panel may include:

• Appointment name
• Staff member
• Start date and time
• End date and time
• Recurring information
• Location
• Availability status
• Description
• Google calendar source

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Appointment Privacy

Google appointment details are only visible to the owner of the Google calendar. Other staff members do not see appointment details. Instead, the appointment appears as Busy on the schedule.

This allows availability to be reflected accurately while keeping personal appointment information private.

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Google Events Filter

A Google events filter is available on the Schedule page when two-way sync is enabled.
The filter is selected by default. Clear the filter to hide your Google appointments from your view.

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Busy & Free Appointments

Google appointments can be marked as either Busy or Free.
Busy appointments:

• Block availability
• Prevent client self-scheduling during that time
• Are included in double-booking checks

Free appointments:

• Do not block availability
• Do not prevent client self-scheduling
• Do not trigger double-booking validation

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Double-Booking Behavior

Google appointments always appear on your schedule regardless of your double-booking settings.
If double-booking is disabled:

• The system prevents you from creating or editing appointments that overlap a Busy Google appointment.
• Free Google appointments do not trigger double-booking validation

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Create Placeholder Appointments

You can create placeholder appointments directly on your dedicated Google calendar.
Examples include:

• Follow-up reminders
• Administrative tasks
• Time reserved for future scheduling

To create a placeholder appointment:

1. Open Google Calendar.
2. Create an appointment on the dedicated Google calendar created by the system when two-way sync is enabled.
3. Save the appointment.
4. Run a manual sync or wait for the next scheduled sync.

After the appointment syncs into the system, it appears as an editable non-client event. You can later update the event and convert it into a client appointment.

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Recurring Appointments

Recurring appointments from selected personal Google calendars are supported and display in the system.
Recurring appointments created directly on the dedicated Google calendar are not supported and will not sync.

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Disconnect Google Calendar

You can disconnect Google Calendar at any time by updating your calendar sync settings or revoking access through Google.

To remove access within your calendar sync settings in Preferences > Calendar preferences, select Remove access.

When Google access is removed:

• Personal Google appointments are removed from the system calendar.
• Placeholder appointments will not be removed.
• The system displays notifications indicating that synchronization has been disconnected.

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Frequently Asked Questions (FAQs)

• Do I have to switch to two-way sync?
  • No. One-way sync continues to work as it does today. Two-way sync is optional. If you are already using one-way sync, nothing changes unless you choose to switch to two-way sync.

• What happens to my current synced calendar if I switch to two-way sync?

  • The system creates a dedicated Google calendar for your appointments and automatically migrates future synced appointments to that calendar.
    Your previous calendar no longer receives new appointments from the system.

• Can I edit a Google appointment from inside the system?

  • No. Personal Google appointments are read-only. You must edit those appointments in Google Calendar. Placeholder appointments created on the dedicated calendar sync into the system as editable non-client events and can be converted into client appointments.

• What information can I see when I click a Google appointment?

  • Clicking a Google appointment opens a read-only details panel that displays information such as:

    - Appointment name
    - Staff member
    - Date and time
    - Recurring information
    - Location
    - Availability status
    - Source Google calendar
    To make changes, select View in Google calendar.

• Can other staff members see the details of my Google appointments?

  • No. Only the calendar owner can view appointment details. Other users only see that the time is marked as Busy.

• What's the difference between a Busy and Free Google appointment?

  • Busy appointments block availability, prevent client self-scheduling, and are included in double-booking checks. Free appointments do not affect availability and do not trigger double-booking validation.

• If I hide Google appointments using the Google events filter, does that affect availability?

  • No. Hiding appointments only changes what is displayed on your schedule. Busy appointments continue to block availability and are still included in double-booking checks.

• How do I turn a placeholder appointment into a client appointment?

  • Create an appointment on the dedicated Google calendar created by the system when two-way sync is enabled. After the appointment syncs into the system as an editable non-client event, you can update it and convert it into a client appointment.

• How often does Google Calendar sync?

  • Google Calendar syncs automatically approximately every eight hours. You can also use Manually sync Google calendar to refresh your calendar.

• Why don't I see a Google appointment after creating it?

  • Google Calendar synchronization does not occur immediately. Appointments sync automatically approximately every eight hours. You can also use Manually sync Google calendar from the Calendar syncing page to refresh your calendar.

• How far into the future do appointments sync?

  • Appointments sync up to 60 days into the future.

• What happens if I disconnect Google Calendar?

  • Personal Google appointments are removed from the system. Any placeholder appointments that were converted into system appointments remain available.

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