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's a booking or a task, this feature ensures that your calendars stay in sync with each other, keeping you in control.
Prerequisites: This feature is available for all Vagaro businesses with a Google Calendar account.
In Vagaro, you have the option to Sync Google Calendar to Vagaro and/or Sync Vagaro to Google Calendar. The logic for syncing events and appointments from Vagaro or Google Calendar differs depending on where the event originated.
Note
If you disconnect your calendar from Vagaro, turn off syncing, or reassign it for any reason, all Google events will be removed from your calendar, unless they were converted to a service or class.
|
Syncing Vagaro -> Google |
Syncing Google -> Vagaro |
|---|---|
|
|
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 at a time.
To allow Vagaro to share your calendar:
-
In the bottom-right corner, select More, select your profile name, and then select Profile.
If you are setting up this feature for another employee, ask them to log in.
-
Under Sync Calendar, select Sync Google Calendar.
-
Sign in to Google and give Vagaro access to your account.
The Connect Calendar screen will appear.
-
From Connect Calendar, choose the calendar you want to sync with Vagaro.
If you only have one calendar on Google, that calendar will be selected. Only one calendar can be shared at a time.
-
Select the checkboxes for the setting you want to turn on:
-
To bring over past events from Google Calendar, select Import past events from Google calendar, then choose a Starting From date. Keep in mind that you can only sync up to three years in the past.
-
To bring over appointments, classes, and personal tasks from Vagaro to Google Calendar, select Sync Vagaro to Google Calendar.
-
To bring over Google Calendar Events to Vagaro, select Sync Google Calendar to Vagaro.
-
To hide the names of any calendar events brought over from Google, select Make imported Google events private to other employees.
-
-
Select Connect Calendar.
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.
To allow Vagaro to share your calendar:
-
Go to → → .
-
Next to the employee's profile, select Action
→ .
If the employee works for multiple locations, select [Number of] Locations instead, then next to the location they work for, select Action
-
Under Sync Calendar, select Sync Google Calendar.
-
Sign in with Google and give Vagaro access to your Google account. The Connect Calendar popup will appear.
-
In the popup, choose the calendar you want to sync with Vagaro.
If you only have one calendar on Google, that calendar will be selected. Only one calendar can be shared at a time.
-
Select the checkboxes for the setting you want to turn on:
-
To bring over past events from Google Calendar, select Import past events from Google calendar, then choose a Starting From date. Keep in mind that you can only sync up to three years in the past.
-
To bring over appointments, classes, and personal tasks from Vagaro to Google Calendar, select Sync Vagaro to Google Calendar.
-
To bring over Google Calendar Events to Vagaro, select Sync Google Calendar to Vagaro.
-
To hide the names of any calendar events brought over from Google, select Make imported Google events private to other employees.
-
-
Select Connect Calendar.
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.
In Vagaro, you can convert events brought over from Google to 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.
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.
To convert a personal task:
-
Go to Calendar.
-
When converting a task to a class, follow these steps:
-
Select an imported Google Event, then select Convert to Appointment.
-
In the popup, select Convert to confirm.
Select Don't show this again to dismiss this popup in the future.
-
If the Google Calendar Event has an invitee, you'll be prompted to Edit Personal Task. Choose the Invitee to be added to your appointment, and then select Next.
If you choose an invitee, the system will prompt you to create a new customer profile with their details.
-
Choose the service and customer to be added to the appointment, update your appointment details as needed, and then select Convert.
-
-
When converting a task to a class, follow these steps:
-
Select an imported Google Event, then select Convert to Class.
-
In the popup, select Convert.
Select Don't show this again to dismiss this popup in the future.
-
Select the Class, Instructor, and capacity for the class.
-
Select Convert.
If your class does not repeat, you'll need to add attendees to your class.
-
Your appointment or class will be updated on the Calendar. Any changes made to the Google Calendar event will no longer sync back to Vagaro.
To convert a personal task:
-
Go to Calendar.
-
When converting a task to a class, follow these steps:
-
Select an imported Google Event, then select Convert to Appointment.
-
In the popup, select Convert to Appointment to confirm.
Select Don't show this again to dismiss this popup in the future.
-
If the Google Calendar Event had an invitee, you'll be prompted to Edit Personal Task for [Employee Name]. Choose the Invitee to be added to your appointment, and then select Next.
If you choose an invitee, the system will prompt you to create a new customer profile with their details.
-
Choose the service and customer to be added to the appointment, update your appointment details as needed, and then select Convert.
-
-
When converting a task to a class, follow these steps:
-
Select an imported Google Event, then select Convert to Class.
-
In the popup, select Convert to Class.
Select Don't show this again to dismiss this popup in the future.
-
Select the Class Name, Instructor, and capacity for the class.
-
Select Convert.
If your class does not repeat, you'll need to add attendees to your class.
-
Your appointment or class will be updated on the Calendar. Any changes made to the Google Calendar event will no longer sync back to Vagaro.
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 calendar syncing, all imported calendar events will be removed. Only imported tasks converted to a service or class on Vagaro will not be removed.
To manage your sync settings:
-
In the bottom-right corner, select More, select your profile name, and then select Profile.
If you are setting up this feature for another employee, ask them to log in.
-
Select or clear the following checkboxes:
-
To sync all bookings, class sessions, and personal tasks from Vagaro over to Google Calendar, select Sync Vagaro to Google Calendar.
-
To sync all Google Events over to Vagaro as personal tasks, Sync Google Calendar to Vagaro.
-
To hide the names of any calendar events brought over from Google, select Make imported Google events private to other employees.
-
-
Select Save.
To manage your sync settings:
-
Go to → → .
-
Next to the employee's profile, select Action
Note
If the employee works for multiple locations, select [Number of] Locations instead, then next to the location they work for, select Action
-
Select or clear the following checkboxes:
-
To sync all bookings, class sessions, and personal tasks from Vagaro over to Google Calendar, select Sync Vagaro to Google Calendar.
-
To sync all Google Events over to Vagaro as personal tasks, Sync Google Calendar to Vagaro.
-
To hide the names of any calendar events brought over from Google, select Make imported Google events private to other employees.
-
-
Select Save.
Disconnecting the sync will remove all personal tasks created from Google Calendar. Appointments or class sessions that were converted from Personal Tasks will remain.
Warning
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:
-
Go to → → .
-
Next to the employee's profile, select Action
Note
If the employee works for multiple locations, select [Number of] Locations instead, then next to the location they work for, select Action
-
Under Sync Calendar, select Disconnect Google Calendar. A confirmation popup will appear.
-
In the popup, select Disconnect Calendar to confirm.
Comments
5 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
I have synced my calendar to google, but all meetings are in the wrong time zone. I checked my google calendar and it is in the correct time zone, but when it imports to vagaro or from vagaro to google, it is an hour off.
Please sign in to leave a comment.