Google Calendar integration

You can convert appointments into times to easily display Google calendar appointments in awork's time tracking.

Max Raschke avatar
Written by Max Raschke
Updated over a week ago

If you have linked your calendar with awork, you will see your appointments in Times and in the calendar. Your appointments are also automatically used to calculate your workload in the Planner.

You can integrate as many of your own calendars as you like, as long as they are from Microsoft 365, Apple iCloud or Google.

General info

You can start and manage the calendar integration at different places in awork:

  1. Via the calendar in Times under the icon button

  2. Via the icon button with the calendar in the calendar

  3. In the Planner also via the icon button in the upper right corner

  4. Via the Integration Library in the settings

Alternatively, add the setup using the calendar icon at the top right of the page or via the Integration Library under Settings > Add Integrations.

awork allows you to connect to the following calendars:

You can add multiple calendars from the same or different providers.

In the case of a Microsoft calendar, only cloud-based Exchange servers can be linked. awork does not support standalone hosted local Exchange servers.

Setup for Google Calendar

If you connect a Google calendar, you will be redirected to a page of the provider where you have to authenticate yourself and allow awork access to the calendar.

Afterward, you will be redirected back to awork and select the calendar group you want to display.

Now all appointments from all integrated calendars are displayed in awork. The symbols within the appointments allow you to distinguish between the different providers.

Integrate for the whole workspace

You can also set up your whole team's calendar in one go if you use Google Workspace Calendar or Microsoft Office 365 Calendar in your team. This is very handy, for example, if you want to do team-wide workload planning but don't want to wait for each*individual user*to have the calendar linked.

☝️Hint: The user setting up the integration must be an admin in awork as well as an admin in the Google Workspace or Microsoft account.

The setup is done in several steps, but is very quick.

How it works:

  1. Go to Settings > Integrations and open the Integration Library

  2. Select the workspace-wide Google Calendar integration here

  3. As prompted, install the awork app in the Google Workspace Marketplace, which allows access to the users' calendars.

  4. Confirm the installation and select (or enter) the domain you use at Google for the calendar accounts. Matching of users in awork and Google will be done on this domain and on the email addresses that users have entered.

  5. Save and a matching will be performed

  6. You can now edit the user settings (see previous chapter) or disable the integration for individual users.

☝️Hint: With the workspace-wide calendar integration by an admin, users cannot overwrite the settings of their own calendar. If, for example, the admin selects to show appointment names, it is not possible for the individual user to change their calendar to private after the integration.

Edit a calendar integration

Where you set up the calendar, you can also edit the settings. In the settings you can first select which of your calendars should be displayed in awork. You can simply select and deselect them in the list. Only subscribed calendars are not selected at the beginning.

At the bottom of the window you will find the following settings:

Share scheduled time with other users

With this switch button you can choose if the linked calendar should be included in the workload calculation, as well as if your appointments should be shown in the planner's calendar.

Show names of non-private appointments

With this setting you can enable whether the appointments should be displayed in the planner with plain names, or simply without names. This applies to all appointments except those, which are marked as private. Their names are never revealed.

Synchronize scheduled tasks to your calendar

If you activate this setting, the tasks scheduled in the planner (tasks in the calendar view in awork) are automatically synchronized to your calendar as appointments.

If you had an existing Google or Microsoft integration, you will need to go through the Google or Microsoft login process again here, as additional permissions are required to create the appointments in your calendar.

If you activate the sync, you can choose in which of your (sub-)calendars you want to have the tasks from awork synchronized. This can be your main calendar, but also another one. If you share your calendar with your team for appointment coordination, it is recommended to choose the main calendar.

You can also change the target calendar later and awork will ask you what to do with the previous appointments in the previous calendar, e.g. whether to delete all of them.

☝️Hint: Only tasks from awork will be transferred to your calendar. All changes in the awork tasks calendar are not currently transferred back to awork. It is even possible that changes in the appointments will be overwritten by awork.

Unfortunately, the sync is not available for the Apple iCloud calendar.

Frequently asked questions

What appointments types will affect the workload calculation?

  • Appointments scheduled as Busy, will be considered as workload per default.

  • Appointments scheduled as Free, will not be considered as workload per default.

  • Appointments scheduled as Focus Time (free) will not be considered as workload. The appointment is displayed with a hatching in the calendar.

  • Appointments scheduled as Out of Office (free) will not be considered as workload. The appointment is displayed with a hatching in the calendar.

☝️Hint: To schedule a Focus Time or Out of Office appointment, you must have a work or school account. If you can’t find these two options, it may not be available for your organization.

I have added a user after the integration. Why can't I see the calendar?

Newly added users are automatically matched. If this is not the case or if it did not work, check the list of matched or unmatched users in the integration settings. Otherwise the matching can simply be done again.

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