Keeping your schedule organized across platforms is simple with Vagaro's Google Calendar sync. By connecting your accounts, you can organize all appointments, tasks, and class sessions in one place, ensuring nothing gets overlooked. The process allows for flexibility, including syncing past events, sharing details between calendars, and customizing privacy settings for added control.
The two-way sync of events helps manage time more effectively, as personal and professional commitments can be kept together. Whether it be a booking or a task, this feature means that your calendars stay in sync with each other to keep you in charge.
Note
We've recently updated how Vagaro syncs with Google Calendar. If you shared your Google Calendar with Vagaro previously, the system will not automatically update to the upgraded syncing. Follow the steps below to set up the upgraded syncing.
Prerequisites: This feature is available for all Vagaro businesses with a Google Calendar account.
To sync your Calendar with Vagaro, you'll need to link your Google account with Vagaro. Keep in mind that you can only link your Google Calendar with one Vagaro business.
To allow Vagaro to share your calendar:
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In the bottom-right corner, select More, select your profile name, and then select Profile.
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Scroll down to the bottom of the screen to Sync Calendar, then select Sync Google Calendar.
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Sign in with Google and give Vagaro access to your Google account. The Connect Calendar popup will display.
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Configure how to sync your Calendar, then select Connect Calendar.
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In the Select Calendar list, choose the calendar you want to sync over. If you only have one calendar on Google, that calendar will automatically be selected. Only one calendar can be shared at a time.
Important
If you previously shared your Calendar with Vagaro and created a separate calendar from a URL, do not select that Calendar. Selecting the calendar you used to share your calendar may lead to duplicate events and bookings.
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Toggle Import past events from Google calendar, then choose a Starting From to bring over past events on your calendar. You can only sync up to three years in the past, and you can not sync over old appointments from Vagaro to Google.
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Toggle Sync Vagaro to Google Calendar to sync all bookings, class sessions, and personal tasks from Vagaro over to Google Calendar.
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Toggle Sync Google Calendar to Vagaro to sync all Google Events over to Vagaro as personal tasks.
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Toggle Make imported Google events private to other employees to hide the name of your personal task from other employees.
When you Connect Calendar, the system will begin syncing your two calendars and will show Syncing in Progress. This will take a few moments to complete.
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To allow Vagaro to share your calendar:
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Go to → → .
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Select the Action
menu for the employee, then select Sync Calendar. The system will bring you to the Sync Calendar setting.
Note
If the employee works for multiple locations, select the Action
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Scroll down to the bottom of the screen to Sync Calendar, then select Sync Google Calendar.
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Sign in with Google and give Vagaro access to your Google account. The Connect Calendar popup will display.
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Configure how to sync your Calendar, then select Connect Calendar.
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In the Select Calendar list, choose the calendar you want to sync over. If you only have one calendar on Google, that calendar will automatically be selected. Only one calendar can be shared at a time.
Important
If you previously shared your Calendar with Vagaro and created a separate calendar from a URL, do not select that Calendar. Selecting the calendar you used to share your calendar may lead to duplicate events and bookings.
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Toggle Import past events from Google calendar, then choose a Starting From to bring over past events on your calendar. You can only sync up to three years in the past, and you can not sync over old appointments from Vagaro to Google.
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Toggle Sync Vagaro to Google Calendar to sync all bookings, class sessions, and personal tasks from Vagaro over to Google Calendar.
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Toggle Sync Google Calendar to Vagaro to sync all Google Events over to Vagaro as personal tasks.
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Toggle Make imported Google events private to other employees to hide the name of your personal task from other employees.
When you Connect Calendar, the system will begin syncing your two calendars and will show Syncing in Progress. This will take a few moments to complete.
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When syncing your Calendar, you have the option to Sync Google Calendar to Vagaro and/or Sync Vagaro to Google Calendar. The logic for how events and appointments sync from Vagaro or Google Calendar differs depending on where the event originally came from. Vagaro allows you to make changes and edit events from Google Calendar; however, events imported to Google Calendar will not update in Vagaro if you make changes on Google.
Note
Syncing between Vagaro and Google Calendar is instantaneous. If you don't see any changes, refresh your calendar.
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All personal tasks, class sessions, and appointments on the Calendar will be synced over as an event. If an event is repeating in Vagaro, it will be synced over as a repeating event in Google as well.
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Any changes made to an event imported from Vagaro will not sync back over to Vagaro.
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Any customers attached to the service or class will not be synced over as a Guest.
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Appointments, class sessions, and personal tasks that block customer booking will be synced over with the "busy" visibility setting. Personal tasks that don't block customer bookings will be synced over with the "free" visibility setting.
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Events made on Google Calendar will be synced over as a Personal Task. If the event repeats in Google Calendar, the tasks will also repeat in Vagaro as well.
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Recurring Google events will only be recurring in Vagaro if Vagaro supports that recurring appointment. For example, if the appointments repeat every 3rd Thursday of the month, the appointments will be imported separately.
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Past appointments from recurring Google events will be imported even if you didn't enable Import past events from Google calendar.
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Information like the date and time, location, any guests added, and descriptions of the event will be synced over to Vagaro.
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If an imported event from Google has attendees and is converted to a class session, the emails of each attendee will be added to the class notes and each attendee will need to be added manually.
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Any Google events marked as "busy" will block customer booking during that time slot on Vagaro.
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Changes made to that personal task on both Vagaro and Google Calendar will stay in sync.
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Once an event imported from Google is converted to a service or class, any changes made in Google will no longer sync over.
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If you disconnect your calendar from Vagaro, turn off syncing, or reassign it for whatever reason, all Google events will be removed from your calendar unless it was converted to a service or class.
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If you toggle Make imported Google events private to other employees, other employees who view your calendar will not be able to see the titles of any events imported from Google.
In Vagaro, you can convert the imported tasks into a service or class appointment. All you need to do is select the service or class you want to convert it to, and Vagaro will bring over the rest of the information from the event.
To convert a personal task:
To convert a personal task:
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Go to the Calendar.
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Select an imported personal task on the Calendar, then select Convert to Appointment or Convert to Class.
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Select Convert to Appointment or Convert to Class again to confirm. You can toggle Don't show this again to dismiss this popup in the future.
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Update the information for the class or service, then select Convert.
After connecting your Google Account with Vagaro, you can manage your sync settings to change how your two calendars stay connected.
Important
If you turn off syncing, all imported calendar events will be removed from Google or Vagaro, depending on what you turn off. Only imported tasks converted to a service or class on Vagaro will not be removed.
To manage your sync settings:
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In the bottom-right corner, select More, select your profile name, and then select Profile.
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Toggle the following settings on or off:
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Sync Vagaro to Google Calendar: Sync all bookings, class sessions, and personal tasks from Vagaro over to Google Calendar.
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Sync Google Calendar to Vagaro: Sync all Google Events over to Vagaro as personal tasks.
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Select Save.
To manage your sync settings:
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Go to → → .
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Select the Action
Note
If the employee works for multiple locations, select the Action
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Toggle the following settings on or off:
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Sync Vagaro to Google Calendar: Sync all bookings, class sessions, and personal tasks from Vagaro over to Google Calendar.
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Sync Google Calendar to Vagaro: Sync all Google Events over to Vagaro as personal tasks.
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Select Save.
You can disconnect Google Calendar from Vagaro to unlink your Google account. Disconnecting the sync will remove all personal tasks created from Google Calendar. Appointments or class sessions that were converted from Personal Tasks will remain.
To disconnect your calendar:
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Go to → → .
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Select the Action
Note
If the employee works for multiple locations, select the Action
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Under Sync Calendar, select Disconnect Google Calendar. A confirmation popup will be displayed.
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In the popup, select Disconnect Calendar to confirm.
Comments
4 comments
Is there a way to delete all tasks imported from Google calendar?
Hi Ramona, turning off the Calendar syncing feature will remove all imported tasks.
Thanks, Jamie
Hi Jamie,
I disconnected my Google calendar from Vagaro, but all the tasks are still there. Is there another setting that I am missing?
Hi Ramona, I confirmed this functionality on my end, and I was able to confirm it when I disconnected my Google Calendar. All imported appointments were removed after I disconnected my Google Calendar. I'm going to forward this comment over to our Support Team so they can assist you one-on-one.
Thanks, Jamie
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