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      An Overview of Unito's Google Calendar Integration

      Looking to add Google Calendar to your workflow? Here's what you can expect from our integration.

      Included in this Google Calendar integration article:

      Which fields in Google Calendar can sync with Unito?

      Here are the fields you can currently sync with Google Calendar, whether they can be used in two-way flows, as well as whether you can use them in rules or not.

      Quick definitions:

        • One-Way: Changes to the Google Calendar event field will appear in the other synced field but not vice versa.
        • Two-Way: Changes to either synced field will appear in the other.
        • Rules: This event field can be used as a trigger in your rules to filter work items from syncing with Unito.
      Google Calendar Field One-Way? Two-Way? Rules?
      Attachment ✔    
      Color ✔ ✔ ✔
      Created ✔    
      Creator ✔   ✔
      Description ✔ ✔  
      End date and time ✔ ✔  
      Event type ✔   ✔
      Free/busy ✔ ✔  
      Guest ✔ ✔ ✔
      Guest can invite others ✔ ✔  
      Guest can modify ✔ ✔  
      Guest can see other guests ✔ ✔  
      Location ✔ ✔  
      Organizer ✔   ✔
      Start date and time ✔ ✔  
      Title ✔ ✔  
      Updated ✔    
      URL ✔    
      Visibility ✔    

      What counts as an item in sync?

      For Google Calendar, Unito counts every synced event an item in sync.

      How Unito creates new Google Calendar events

      When creating new events in Google Calendar to keep in sync with work items in other tools, Unito will use Start date, Start time, Due date, and Due date time to schedule the event. Note that their names might be a bit different depending on the tool you’re using.

      Here’s what you can expect, depending on which fields are available in the original tool and the fields you’ve mapped:

      What happens in Google Calendar? Start date Start time Due date Due date time
      Create an all-day event. ✔      
          ✔  
      Unito will determine the event end date and time based on your default meeting duration set in Google Calendar (~ 1 hour after). ✔ ✔    
          ✔ ✔
      Create an all-day event if the start and due date are on the same day.

      OR

      Create a multi-day event if the start date and due date are days apart.      		 ✔   ✔  

      Limitations and other considerations

      • Google Contacts permissions: To sync event guests, Unito will need access to your Google Contacts account.

      • Subtasks: This integration can't sync subtasks and similar sub-items from other tools with Google Calendar events, since Google Calendar events don't have a work item hierarchy.
      • Syncing guest: In order for event guests to be automatically added to a new Google Calendar event, they need to have a tool account in both Google Calendar and the tool you're syncing it with. If guests have an account in both tools that use the same email address, they will be added automatically. Otherwise, you might have to map them by following this process.

      • Start Date or End Date must be mapped: In order for your Unito flow to work properly, you’ll need to map one date field in your work item to either a Start or End Date in Google Calendar. For instance, if you’re syncing Google Calendar events with Trello cards, you might map the event’s End date with the Trello card’s Due Date.

      • Syncing all-day and multi-day events: You can sync both kinds of events using Unito. Reference the chart below to see how you can use Unito to create all-day and multi-day events.

      • Compatibility: Currently, it isn't possible to sync Google Calendar events with work items that don't have dates (e.g. contacts).

      • Historical data: Unito will sync events within a total period of 18 months. Specifically, the six previous months and the 12 upcoming months. This keeps your flows from running into performance issues.

      • Time Insights: If some of the information from your Google Calendar meetings aren't getting synced over, check to make sure Time Insights is turned off. Currently, Unito's integration for Google Calendar isn't compatible with this feature. That means events won't sync over completely, due to a limitation in Google Calendar's API. You can learn how to turn off Time Insights from Google's support documentation.

      Got feedback? Submit a Unito feature request to let us know what you'd like to see in the next update to our Google Calendar integration.

      Deleting Google Calendar events permission

      When you first connect your Google Calendar account to Unito, you might notice that Unito needs permission to permanently delete events. Don’t be alarmed! This permission is a requirement for this integration to work, but Unito never deletes your data.

      In fact, we have a very strict policy regarding content deletion. You can find the full policy here, but the essence of it is Unito will never delete data on the platform it originates from.

      Say you sync Google events to Trello, where they become new Trello cards. If you delete, close, or archive a Trello card synced to a Google event, the original event will never be deleted. So even if Unito needs this permission to work properly, we will never delete your events.

      For flows created before June 28th 2022

      If you created a flow involving Google Calendar before June 28, 2022, Unito required a Start Date from the connected tool in order to be synced with Google Calendar. Any flows created before that date will still require a Start date to work. If you want to remove this requirement for existing flows, you’ll need to change this by accessing a flow’s advanced options. You’ll see JSON text in that box. Remove it and click Save.

      You’ll then be asked whether you want these changes to apply only to new events and other work items or all historical data. Pick the option you need and click Save.