Google Calendar Integration

The Google Calendar integration provides two-way synchronization between Intellicon CRM tasks/meetings and Google Calendar events. Users can see their CRM schedule in Google Calendar and vice versa.

Navigate to Admin > Integrations > Google Calendar.

Google Calendar Setup

OAuth Flow

1. Click Connect Google Calendar.
2. You are redirected to Google's consent screen.
3. Sign in with the Google Workspace admin account.
4. Grant the following permissions:
   • View and edit calendar events
   • View calendar settings
5. Click Allow.
6. You are redirected back with a success message.

info

The admin connects the integration at the organization level. Individual users then authorize their own Google accounts from their personal settings to enable their calendar sync.

Admin vs. User Setup

Level	Who Does It	What It Does
Admin Setup	System administrator	Configures the Google OAuth app credentials (Client ID, Client Secret)
User Authorization	Each user individually	Connects their personal Google Calendar account

Configuring OAuth Credentials

1. In the Google Cloud Console, create an OAuth 2.0 Client ID.
2. Set the authorized redirect URI to https://your-crm-domain.com/api/calendar-sync/callback.
3. Copy the Client ID and Client Secret.
4. Paste them into the Intellicon CRM Google Calendar configuration.
5. Save.

Sync Configuration

Configure how and what syncs between the two systems:

Sync Frequency

Option	Behavior
Real-time	Events sync within seconds of creation/update
Every 15 minutes	Batch sync every 15 minutes
Hourly	Less frequent, lower API usage
Manual	Users trigger sync manually

What Syncs

CRM to Google	Google to CRM
Tasks with type "Meeting"	Calendar events → CRM tasks
Tasks with type "Call" (optional)	All-day events → CRM tasks (optional)
Task due date → Event time	Event time → Task due date
Task description → Event description	Event description → Task description
Task attendees → Event guests	Event guests → Task attendees

Configuration Steps

1. Select the Sync Settings tab.
2. Choose sync frequency.
3. Toggle which task types should sync to Google Calendar.
4. Toggle whether Google Calendar events should create CRM tasks.
5. Set the default task type for events imported from Google Calendar.
6. Save.

Two-Way Sync Behavior

When two-way sync is enabled:

• Creating a meeting in CRM creates a Google Calendar event.
• Creating a Google Calendar event creates a CRM task (if configured).
• Updating either side propagates changes to the other.
• Deleting either side marks the other as cancelled.

Sync Identifiers

Each synced record stores a reference to its counterpart:

• CRM tasks store the Google Calendar event ID
• Google Calendar events store the CRM task ID in extended properties

This prevents duplicate creation and enables accurate updates.

Conflict Resolution

When the same event is modified in both systems between sync cycles:

Conflict Policy	Behavior
CRM Wins	CRM version overwrites Google Calendar
Google Wins	Google Calendar version overwrites CRM
Last Modified Wins (recommended)	The most recently modified version takes precedence
Manual	Conflicts are flagged for user resolution

Configure the conflict policy in Sync Settings > Conflict Resolution.

tip

"Last Modified Wins" works well for most organizations. Users naturally edit the system they are currently in, and the most recent edit is usually the correct one.

Viewing Sync Jobs

1. Select the Sync History tab.
2. View recent sync operations:
   • Sync Time — when the sync ran
   • Direction — CRM to Google, Google to CRM, or Both
   • Records Processed — number of events synced
   • Conflicts — number of conflicts encountered
   • Errors — number of failures
3. Click on a sync job for detailed logs.

Retrying Failed Syncs

1. Find a failed sync in the history.
2. Click Retry.
3. The system re-attempts the failed records only.

warning

If a user revokes Google Calendar access from their Google account settings, their sync will fail silently. Check for failed syncs and prompt users to re-authorize if needed.

Troubleshooting

Issue	Cause	Solution
"Access denied" during OAuth	Insufficient Google Workspace permissions	Ensure the admin account has calendar management rights
Events not appearing in Google	Sync frequency too low	Reduce the sync interval or trigger manual sync
Duplicate events	Sync identifier lost	Check for orphaned events and clean up manually
Wrong calendar	User has multiple Google Calendars	Ensure the correct calendar is selected in user settings
"Rate limit exceeded"	Too many API calls	Increase sync interval to hourly

Best Practices

1. Start with hourly sync and reduce the interval only if real-time is needed.
2. Use "Last Modified Wins" for conflict resolution unless you have a strong reason otherwise.
3. Limit what syncs — not every CRM task needs to be a Google Calendar event. Sync meetings and calls, not to-do items.
4. Monitor sync health — check the sync history weekly for persistent failures.
5. Educate users — explain that changes in Google Calendar will reflect in the CRM (and vice versa) to avoid confusion.

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Next: Email Integration — Connect Gmail and Outlook for email synchronization.