Sync Your Google Calendar to vcita using New 2-Way Sync
You can sync your Google Calendar with your vcita calendar to manage your schedule from one place. All events will be imported from Google to vcita and block time on your vcita calendar. Syncing your calendars will prevent your clients from booking when you are unavailable. When trying to book an appointment from your own calendar, you will be notified if the booking clashes with a google event.
Connecting to Google two-way sync can be done from the Settings / My Schedule page or directly from the App Market on the left menu.
When syncing your calendars, you can choose to import your google calendar into vcita, export your vcita calendar to your Google Calendar, or both.
Syncing with your Google Calendar
- On the Calendar View page, click on "Connect external calendar"
- Next to Google Calendar, click on "Connect"
- Log in to the Google Account to have it impact availability in vcita and grant permissions to sync
- Set up your Import preferences - Select which Google Calendars should create "Busy times" in your vcita calendar then click Next
- Set up your Export preferences. This will determine how your Google Calendar will be updated with vcita appointments. Then click Sync.
Note: Please note that creating a "new calendar" can result in double bookings, as the vcita bookings will not sync as busy time on your primary calendar. Please also be aware that you will need to share your new calendar with anyone you want to have visibility to it.
- Select "Sync now" or schedule the sync for 1 am, local time
Import your vcita calendar to your Google Calendar
When importing your Google calendar into vcita, you'll be able to view all of your Busy times on your vcita calendar, as long as you remember to mark the event as Busy time in Google.
Adding Google calendar items will help you make sure you prevent double bookings.
You can choose to keep your Google Calendar appointment details private and visible only to you on your vcita account.
Export your vcita calendar display to Google calendar
When exporting your calendar you'll need to choose how you'd like to export your vcita calendar to Google during the export process. The default option is to export all your calendar items to your Google primary calendar.
Additionally, you can choose to export your vcita calendar to a brand new calendar that will be added to the "my calendars" section as a new subscribed calendar. (see image below). The new calendar will be named according to your vcita business name as a default when choosing this option. You can choose a unique name.
If you're viewing your calendar from Mac or iPhone, make sure the exported calendar is selected there as well.
The initial sync process typically takes 30 mins hours but can take up to 2 hours. During this time, some of your calendar items may not be available. All changes that occur on your vcita calendar will be updated automatically on your Google calendar.
Note: For your convenience, you can choose to schedule the sync to non-working hours (1 am).
Migrating from the old version of Google Calendar sync
To migrate to the new version of Google Calendar Sync, go to the relevant Calendar Sync settings page. This would be Setting-> Availability & Calendar for single-staff businesses and Settings->Staff->Advanced settings->My Schedule for multi-staff businesses.
The yellow banner to Update your Google sync has a "Click Here" button that when clicked will take you to your calendar page, and to the new Google Calendar Sync wizard.
Your Google calendar will subscribe to your updated vcita calendar during this process, while the old synced calendar items are removed to prevent duplicates.
In the old version, when a booking request is confirmed, an appointment is rescheduled or canceled, an email confirming the changes is sent to the email address tied to your vcita account. The email contains a .ics file that allows the appointment to be added or updated on your primary calendar (Gmail, Outlook, Hotmail, Yahoo, iCal, etc.).
The new 2-way sync app offers improved syncing between calendars by creating a 'mirror' of your vcita calendar on Google and vice versa. This also eliminates the need for emails with .ics files that fill your inbox.
Disconnecting your vcita Google Calendar 2-Way sync
When disconnecting the 2-way sync, as a default all events and appointments will be removed from the Google calendar. Before completing the process, you would be able to choose to keep all existing events and appointments.
I stopped receiving email notifications for calendar updates
With the new 2-way sync now activated, we've taken steps to reduce your inbox clutter by turning off redundant email notifications. You can turn them back on at any time in your email template settings.
I can't connect to my google calendar from vcita
If you encounter issues connecting to your Google calendar, try logging out and then back into your Google account. Once you've done that, open the two-way sync app and try again.
If you still aren’t able to connect your Google account please contact support.
I can only see parts of my vcita calendar in my Google calendar
The google calendar sync may take up to 24 hours. If you still can't see some or all of your vcita calendar items on your new Google calendar, please contact support.
Updates I make on my vcita calendar are not visible in my Google calendar
The Google sync connection is immediate; sometimes, it can take a few minutes to get updated due to server issues. Try refreshing your browser after 15 mins. If you still can't see the update reflected on your Google account, please contact support.
I've added the new calendar to my iCal, but I still can't see my vcita calendar items in it.
If you've successfully synced your Google calendar and checked the box beside your business name on your iCal, try clearing the cache on your browser. You can access your browser's Help menu to locate step-by-step instructions on how to do this or view those steps.
If you run into any issues syncing your Google calendar with your vcita calendar:
- Make sure that your browser is up to date. We recommend you use Chrome to sync your calendar the first time.
- Clear the cache on your browser. You can access your browser's Help menu to locate step-by-step instructions on how to do this. You can also see instructions on how to do that here.
- Refresh the page.
- Switch to a different browser. We recommend Google Chrome.
If the above steps do not resolve your calendar sync issues, please submit a ticket by using this link.