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Chapter 6 · Article 6.3

Calendar & Tool Integrations

Connect Google Calendar, map each technician’s calendar, and learn what syncs in each direction

Updated Oct 17, 20264 min read

integrationsgoogle calendarcalendar synctechniciansavailability

On this page

Before You Start
1. Connect Google Calendar
2. Map Each Technician’s Calendar
3. Sync Now or Disconnect
Reference: What Syncs
Troubleshooting
Quick Checklist

Purpose. Connect Google Calendar so booked appointments appear on each technician’s calendar, and busy times on those calendars stop the AI and your booking pages from offering them.

Who can do this

Owner or Admin

Plan

Pro, Business and Enterprise

Time

10 minutes

Where

Settings › Integrations

Before You Start

Have ready

The Google account that holds your work calendars, and its password
At least 1 technician set up on your account. Sync works per technician.
Each technician’s Calendar ID (an email address, a long ID ending in @group.calendar.google.com, or primary)

NOTE

Only Google Calendar connects today

The Microsoft Outlook, CRM & Business Tools (HubSpot, Salesforce, Zoho CRM, QuickBooks Online, Xero) and Field Service Software (Jobber) cards are not available yet. Selecting Connect Outlook or Connect on them shows a message that the tool is not configured.

NOTE

Sync needs technicians

Appointments without a technician never sync, and only mapped technicians’ calendars block times. If the mapping card reads No technicians configured. Add technicians in the Schedule page., nothing syncs yet. The Schedule has no such option today; email support@intakenexus.com for help.

1. Connect Google Calendar

Open the Integrations page

Go to Settings › Integrations.

Result: The Google Calendar card is at the top with the badge Not Connected.

Start the connection

Select Connect Google Calendar. If your browser blocks the pop-up, allow pop-ups for this site and select it again.

Result: A Google sign-in window opens.

Choose the Google account that holds your work calendars.

Result: Google lists the calendar access IntakeNexus asks for.

Allow access

Select the button that allows access.

Result: The window reads Google Calendar has been connected. This window will close automatically.

Return to IntakeNexus

Go back to the IntakeNexus tab.

Result: The badge reads Connected. The Technician Calendar Mapping card and How to Find Your Google Calendar ID appear below.

TIP

With exactly 1 technician and no Calendar ID yet, that technician is mapped to primary (the main calendar of the connected account) when you connect.

2. Map Each Technician’s Calendar

Setting a Calendar ID is what turns sync on for a technician. Repeat these steps for each technician.

Find the Calendar ID

In Google Calendar, open the three dots next to the calendar, select Settings and sharing, and scroll to Integrate calendar. Copy the Calendar ID.

Open the technician’s row

In Technician Calendar Mapping, select the pencil button on the technician’s row.

Result: The window Set Calendar for [name] opens.

Enter the Calendar ID

Paste the ID into Calendar ID.

Save the mapping

Select Save.

Result: The message Calendar mapping updated shows. The Calendar ID column shows the ID instead of Not mapped.

To stop syncing one technician, open the row and select Remove Mapping.

3. Sync Now or Disconnect

Run a sync

On the Google Calendar card, select Sync Now.

Result: The message Sync started shows.

CAUTION

Disconnecting clears the mappings

Bookings stop syncing to Google Calendar. Your technician calendar mappings and the links to events already synced are cleared, so reconnecting means mapping every calendar again. Events already in Google Calendar stay there.

Start the disconnect

Select Disconnect.

Result: The window Disconnect Google Calendar? opens.

Confirm the disconnect

Select Disconnect. Select Keep connected to back out.

Result: The message Integration disconnected shows.

Reference: What Syncs

Direction	What happens	When
IntakeNexus to Google	An appointment for a mapped technician becomes an event on that technician’s calendar. Cancelling the appointment removes the event.	Shortly after booking or cancelling
Google to IntakeNexus: busy times	Busy times on a mapped calendar are not offered by the AI or your booking pages.	Checked at booking time, refreshed every 15 minutes
Google to IntakeNexus: changed events	Moving a synced event in Google moves the appointment. Deleting it cancels the appointment.	Within about 30 minutes

CAUTION

Deleting an event cancels the booking

Deleting a synced event in Google Calendar cancels the appointment in IntakeNexus. The customer is not told by the calendar. Contact the customer yourself.

Troubleshooting

Problem	Likely cause	Fix
Feature not available on your plan	Your plan is Starter	Upgrade on Billing. See Subscription & Billing.
Only the owner and admins can do this.	You are signed in as Manager or Staff	Ask the Owner or an Admin to connect.
The window reads You denied access to Google Calendar. Please try again if you want to connect.	Access was declined in Google	Select Connect Google Calendar again and allow access.
The card shows Calendar sync problem	Google access expired, or a calendar cannot be read	Read the message on the card. Disconnect, connect again, and map the calendars again.
The Technician Calendar Mapping card reads No technician is mapped to a calendar yet	Connected, but no Calendar ID is set	Select Map (name) on that card, or follow procedure 2.
Appointments do not show in Google Calendar	The appointment has no technician, or the technician is not mapped	Assign a mapped technician to the appointment.