Google Calendar Integration: Sync Leads, Shifts, and Tasks
Connect InflatableOffice to Google Calendar to view event details, worker shifts, and CRM task reminders on any device. Syncs run automatically every 15 minutes.
Prerequisites
- An active Google account.
- Access to Settings in InflatableOffice (admin or equivalent permissions).
- For Task syncing: CRM module enabled.
Set Up: Connect Google Calendar
- Create a new Google Calendar (recommended). Use Google’s sharing to grant team access instead of sharing your Google login.
- In InflatableOffice, go to Settings -> Google Calendar.
- Click New Calendar or Add Sync.
- Click Grant Permission and approve access to your Google account.
- Select the Google Calendar you created and save.
Tip: Using a dedicated calendar lets you easily restart the sync by deleting that calendar in Google and creating a new one if needed.
Sync Leads (Events)
- After setup, InflatableOffice pushes additions, updates, and deletions to Google every 15 minutes.
- To stop using the feature: click Remove events in IO to clear calendar entries, then verify all leads were removed before deleting your Google credentials.
Sync Worker Shifts
- Workers log into the Worker’s Site and open their Account Details.
- Link their Google Calendar from Account Details.
Worker shift sync behaves like event sync but posts personal shift details instead of lead information.
Sync CRM Task Reminders (Requires CRM)
- In Settings -> Google Calendar, set Entry Start/End Time to Task Start and Task End for the calendar you want to receive tasks.
- When creating a task, ensure all of the following:
- Remind At date and time is set.
- Task is linked to a Lead.
- Calendar box is checked.
Suggested Google Calendar template:
title: (%todo_assignedto%) %todo_task% w/%organization_force%
body:
%phones%
%todo_url%
%rentals%
%eventstreet% %eventcity%, %eventstate% %eventzip%
Feature Options & Parameters
- Calendars: Configure multiple Google calendars and choose different details for each calendar.
- Entry Start/End Time: Map to Event Start/End, or Task Start/End for task calendars (CRM).
- Templates: Customize the event/task title and body using variables (example above).
Restrictions & Filters
Google Calendar sync only includes:
- Leads in statuses that are set to show on your calendar.
- Leads that match the calendar’s location (for multi-location accounts).
- Leads not using the “Email” delivery type (e.g., gift cards).
- Leads whose event ends in the future or within the past 14 days.
Task sync only includes tasks that:
- Are set to remind on Google Calendar and have status New or In Progress.
- Are linked to a Lead.
- Have a reminder time in the future or within the past 14 days.
Any additional restrictions you set will further narrow the above results. They cannot add items outside these rules. If an item becomes restricted later, IO removes it from Google Calendar.
Use Cases
- Share a read-only events calendar with your team using Google’s sharing—no IO login needed.
- Workers subscribe to their own shift calendar to see assignments on mobile devices.
- Managers track CRM follow-ups by adding Task Reminders to a dedicated team calendar.
Troubleshooting & FAQs
Events aren’t showing on Google Calendar
- Wait up to 15 minutes for the sync cycle.
- Confirm lead status is set to appear on calendar.
- Check multi-location: lead location must match the calendar’s location filter.
- Ensure delivery type is not “Email.”
- Verify the event end is in the future or within the last 14 days.
Tasks aren’t syncing
- CRM must be enabled and the calendar’s Entry Start/End must be set to Task Start/End.
- Each task must have Remind At set, be linked to a Lead, and have the Calendar box checked.
- Only New or In Progress tasks with reminder times in the future or past 14 days sync.
I want to stop syncing or start over
- Click Remove events in IO and confirm items are removed from Google.
- Then remove IO’s Google permissions or delete the dedicated Google Calendar if needed, and reconfigure.
How do I share the calendar with my team?
- Use Google Calendar’s Share settings to add specific users. Do not share your Google login.