Automating events created in Google Calendar

Home > Ontraport for sales teams > Integrations > Automating events created in Google Calendar

Home > Integrations > Automating events created in Google Calendar

Ontraport Calendar’s two-way sync with Google Calendar makes it possible to manage your schedule in either calendar. Get them connected and use Ontraport’s event templates to kick off any automated process you can imagine.

In this lesson you'll learn:

How to integrate your Google Calendar into Ontraport
How to automate recurring events using template rules
How to automatically handle cancels, no-shows and reschedules to save administrative hassles
Types of events where templates can be useful
How to disconnect and reconnect your two-way sync if your Google account changes

Next lesson

Return to: Integrations

Comments

[Block//Author//First Name ##cap_first] [Block//Author//Last Name ##cap_first] on [Block//Date Added %F j, Y g:i a%+0d0h0m]

[Block//Comment]

Leave your comment

14-day free trial. No commitment.

Start your free trial to start growing your business with Ontraport.

Related resources

[Block//Resource Type]

[Block//Resource Name]

[Block//Resource Description ##ellipsis(166)]

Transcript

If your sales team already lives in Google Calendar, they don't have to give it up. Connect Google Calendar to Ontraport, and the two stay in sync both ways. Events created in Google show up on your Ontraport Calendar, and events you schedule in Ontraport show up in Google. Then you can automate the events that come in from Google with event templates, so guests get notifications without anyone setting them up by hand. Here's how to connect it, automate it and manage it. Click your profile icon, then Personal Profile, then the Integration tab. Click Connect with Google, then Sign in with Google. Choose your Google account, enter your password, and click Continue to give Ontraport access. Leave the preselected permissions on. Turning them off will disrupt your sync. Next, under synced calendars, click Add and choose the calendar you want to sync. You can add more than one. Once you've added a calendar, three more settings appear. If you added more than one calendar, pick your default calendar. The other two are optional: create new contacts for unknown guests, and update new events with template data. We'll come back to templates in a moment. Create new contacts for unknown guests adds a contact to your database whenever a guest's email address isn't already saved. That way, the people you meet with are in Ontraport, even if they never filled out one of your forms. When you turn it on, read the usage agreement and click Agree. Click Save. A pop-up asks whether you want to import past events. Choose a timeframe and click Start Sync. An event template is a reusable setup for events you run again and again. It holds the title, location, owner, event type and notifications. Notifications can send an email or a text, or add contacts to an automation, when an event changes or at a set time before or after it. You build templates by hovering over Calendar and clicking Event Templates. The Ontraport Calendar lesson covers them in detail. Template rules apply a template to each new event that comes in from Google, so nobody has to add notifications to every event by hand. Go to your profile icon, then Personal Profile, then Integration, and click Edit. Under Templates for synced events, click Add. Then choose a template from the "Update event with data from this template" dropdown. If you don't add a condition, every event synced from Google uses that same template. To use different templates for different kinds of events, click Add Condition. For example, one rule can apply your team meeting template to team meetings, and another can apply your onboarding template to client onboarding calls. Your rules appear in a numbered list. Ontraport checks them in that order until it finds a match, so drag them into the order you want. Then click Save. Once you're connected, the Connect with Google button is replaced by Edit and Disconnect. Click Edit to change any of your settings, including your template rules, then click Save. Edit is also where you control privacy. Calendars under "Sync these calendars' events with Ontraport, and block availability" bring their event details into Ontraport. That works well for something like a team meetings calendar. Calendars under "Block availability using these calendar events but don't sync to Ontraport" only block off your time, so the details stay private. Use that one for something like a personal family calendar. To remove a calendar, click the x next to it and click Save. Every six months, you'll need to reauthorize Ontraport to access your calendar. You'll get a reminder in the app and by email. To stop syncing, click Disconnect, type DISCONNECT, and click Continue. Then choose Keep to leave the synced events in your account, or Delete to remove all the events from that calendar. So: connect Google Calendar from your Personal Profile, let template rules add notifications to the events your team creates in Google, and use Edit to adjust your settings and privacy. Next up: integrating with Zapier, to connect Ontraport with the other apps your business uses.