Google Calendar Integration

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The Google Calendar module creates calendar events based on Simla order data. An event is created when an order moves to the selected status. You can add the date and time, title, description, attendees, a Google Meet link, and a color to the event.

Contents

1. Module features
2. What you need for setup
3. How to connect the module
4. How to connect a Google Account
5. How to select a calendar and find its ID
6. How to configure event creation
7. How to configure the description, attendees, and notifications
8. How to test the module
9. Errors and limitations

Module features

• creating a Google Calendar event when an order moves to the selected status;
• setting the start and end dates and times using custom order fields;
• creating suitable custom order fields from the module settings;
• configuring the event title, description, date format, and color;
• adding the customer, manager, and additional email addresses as attendees;
• sending email notifications to attendees;
• creating a Google Meet link;
• creating a task in the CRM if a synchronization error occurs;

What you need for setup

Before you begin, prepare the following:

• a Google Calendar. For the primary calendar, the primary value is sufficient;
• if you are using a different calendar, its calendar ID;
• the order status that should trigger event creation when an order moves to it.

How to connect the module

1. Open Marketplace → Google Calendar and click Connect.
2. Once the module has been connected successfully, open its settings in the CRM.

How to connect a Google Account

1. In the Connect to Google section, click Connect Google Account.
2. Sign in to an existing Google Account that has access to the selected calendar.
3. Allow the module to access Google Calendar.
4. After returning to the CRM, make sure that the settings show that the Google Account is connected.

How to select a calendar and find its ID

By default, the module uses the primary value—the primary calendar of the connected Google Account. To add events to another calendar, specify its ID.

1. In the My calendars list on the left, hover over the required calendar, click the three dots ⋮, and select Settings and sharing.
2. Scroll down to the Integrate calendar section.
3. Under Calendar ID, you will find an address. Select and copy it. For a primary calendar, this is a Gmail address; for an additional calendar, it ends in @group.calendar.google.com.
4. Paste this value into the Calendar for events field in the module settings and save the settings.

For a shared calendar, the connected Google Account must have permission to create and edit events.

How to configure event creation

1. In the When to create an event section, select an Order status. An event will be created when an order moves to this status.
2. In the Date and time section, select the Event start and Event end order fields of the “Date and time” type.
3. If there is no suitable field, select Create a new field. After you save the settings, the module will create a custom order field of the required type in the CRM.
4. If the CRM already uses separate date and time fields, enable Separate date and time fields (not recommended) and configure them. This is a legacy configuration: a date field and text fields containing the time in HH:MM format.
5. Click Save settings.

Note

Selecting Create a new field does not create the field immediately. The field appears only after the settings have been saved successfully.

How to configure the description, attendees, and notifications

In the Title and description section, select a custom field for the event title or leave the default value: the site and order number. Add description lines and arrange them in the required order. If necessary, select a date format, enable plain text, or configure the event color.

In the Attendees and notifications section, you can:

• add the customer, manager, and an email address from an additional field as attendees;
• enable Google notifications for attendees;
• create a Google Meet link for the event.

In the Error handling and status section, enable CRM task creation on error if the responsible manager needs to be notified about synchronization issues.

How to test the module

1. Save the settings.
2. Create or open a test order.
3. Fill in the selected date and time fields or the Event start and Event end fields.
4. Move the order to the configured status.
5. Wait for the next synchronization run.
6. Open the selected Google Calendar and make sure that the event has been created with the correct date, time, title, and description.
7. If attendees or Google Meet were enabled, make sure they appear in the event.

Errors and limitations

• Events are not created while the module is disabled in the CRM, required settings have not been saved, or a Google Account has not been connected.
• The recommended configuration uses “Date and time” order fields for the start and end of the event.
• In the separate-field configuration, the time is entered in HH:MM format, for example 09:30. If no end date is selected, the start date is used.
• If a shared calendar is selected, the Google Account must have permission to create and edit events.
• Guest notifications are sent by Google Calendar; delivery depends on Google settings and the attendees’ addresses.
• Disconnecting the Google Account stops event creation but does not delete the module’s saved settings.