Calendar Sync

If you are a staff person who accepts appointments, you can sync your staff profile with a Google, iCloud, Office 365, Microsoft Exchange, or Outlook.com account. This is great for two reasons:

1. You will be able to see all of your TimeTap appointments on Google Calendar, and 
2. All of your Google Calendar events where you are listed as "Busy" will sync to TimeTap and block off your availability so no clients can book appointments at that time

In this documentation we'll go through:

• How to Setup Google Calendar Sync
• How to view Google Calendar events in TimeTap
• How to view TimeTap appointments in Google
• How to revoke access to Google Calendar and stop the sync

In order to set up Google Calendar Sync, navigate to your profile by click on your name dropdown in the top right of the app and choosing the My Profile option:

From the staff profile view, click on the "Calendar Sync" side menu option:

Underneath the calendar sync tab, you'll see the option for syncing your Google, iCloud, Office, Microsoft Exchange, and Outlook.com calendar to TimeTap. Click on the calendar you want to sync:

Please note: If you are already logged into Google on your current browser session, TimeTap will auto detect the Google Account you are logged in as. If you need to sync TimeTap with a different Google account, you should log out of Google before initiating the sync

This will take you through to the gateway that TimeTap uses to sync with Google, iCloud, Office 365, Microsoft Exchange, and Outlook.com. Choose your calendar again from this gateway:

Once you press "Allow", you'll be taken back to TimeTap. Your sync will start to run. The first sync typically takes about 30 minutes to complete. After that the calendars update automatically about every 15-20 minutes.

Once you press "Finish Google Sync", you'll be taken back to TimeTap. Your sync will start to run. The first sync typically takes about 30 minutes to complete. After that the calendars update automatically about every 15-20 minutes.

When looking at your calendar view under the Appointments section, you will see Google Calendar events come in with the prefix [ext] next to them:

Here it is close up:

The [ext] implies that this appointment is coming from an external calendar source. If you click on it, you will enter into the Time Off detail screen:

If you need to make changes to the Google Calendar appointment, you will need to login into the associated Google Account to make those changes. If you try to make changes to a Google Calendar event from TimeTap, you will get an error message that you cannot make changes to that appointment:

To view which appointments are syncing between TimeTap and your Google Calendar, you can click the View Feed button, located under the "Actions" column in the Google Sync Feeds section of your Calendar Sync view:

Once you've clicked the View Feed button a new window will appear, informing you of the most recent appointments synced from your Google Calendar. In the example below I can see that three appointments from my Google Calendar have synced to my TimeTap calendar:

The table shown in this new window is broken down in 6 columns, each showing a different piece of information

1. ID: This is the ID assigned to this appointment in TimeTap, you can use this number to search for this specific appointment in TimeTap
2. Starts at: This is the time and date the appointment begins
3. Ends at: This is the time and date the appointment ends
4. Subject: This is the information entered in the subject field in your Google Calendar at the time the appointment was created
5. Loaded: Lets you know if the appointment was successfully loaded into TimeTap
6. Info: 
   1. If the appointment was loaded, then this will tell you the last time the appointment was updated in Google; 
   2. If the appointment wasn't loaded (i.e., it is a TimeTap appointment or it is a Google appointment which you are listed as "Available" for) then the info section will tell you why it wasn't loaded

If you are looking at your appointment sync feed and you see a red x in the loaded column, don't panic. This red x means that the appointment had synced to your Google Calendar and when Google sent information to sync your TimeTap account, TimeTap rejected the appointment because it was already in your calendar or because it was a Google Calendar appointment where you are listed as "Available":

When looking at your Google Calendar, you will see all TimeTap appointments come through with a [tt] in front of the name of the appointment:

Here it is close up:

If you open the appointment up on your Google Calendar, you will see that TimeTap is also listed as the source for the appointment:

It is not recommended that you make any changes to TimeTap appointments inside Google. While Google will allow you to, it will likely result in more confusion than anything. We recommend that if you need to make any changes to TimeTap appointments that you login to TimeTap to make those changes.

When looking at your calendar view under the Appointments section, you will see Google Calendar appointments come in with the prefix [ext] next to them:

Here is a close up:

The [ext] implies that this appointment is coming from an external calendar source. If you click on it, you will enter into the Time Off detail screen:

If you need to make changes to the Google Calendar appointment, you will need to login into the associated Google Account to make those changes. If you try to make changes to a Google Calendar appointment from TimeTap, you will get an error message that you cannot make changes to that appointment:

If you need to stop the sync between TimeTap and your or one of your staff member's Google Calendar, simply go back to the staff profile for the account you wish to stop syncing and click on the "Calendar Sync" tab:

Under the Calendar Sync tab, you can press the red button to "Stop Sync":

A new window will appears where you will have to confirm that you want to stop the sync:

You'll get a small confirmation that the sync has been stopped:

And then your Calendar Sync tab will return to how it was before you initiated the sync:

We have just finished syncing and un-syncing with one Google Calendar, we will discuss how to sync with multiple calendars, what appointments to upload or not upload, how we want TimeTap appointments to appear in your Google Calendar, and allow other users to collaborate in a calendar, click here to read this documentation.

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