Google allows you to create new calendars to keep track of different types of appointments. TimeTap utilizes this feature to allow you to share your Google account with authorized staff members so that they can sync to a company calendar. When TimeTap appointments get booked with those authorized staff members, then those appointments will sync up to display on the Google Calendar that you synced with that staff member.
Other calendars in Google can easily be created and labeled with a color. While in your Google Calendar, click on the + button next to Other Calendars and then click to Create new calendar. We recommend displaying each of your different calendars with a different color - this will allow you to differentiate between appointments created by you and by other staff on your account.
Each of your staff members can sync their individual Google Calendar and contribute to the company calendar, so that you as the account owner can always be aware of all upcoming appointments.
In this page we are going to cover -
Click on your name on the top right corner of the screen and select My Profile -
From the staff profile, click on the Calendar Sync tab -
On the Calendar Sync page you will see the email account you're currently syncing to. As the owner of this Google account you can grant permission to other staff members on your TimeTap account to sync with different calendars on that Google account. To grant another user access to this Google account you'll need to click on the plus symbol next to the red Stop Sync button -
You will see a list of staff members on your account who are able to accept appointments -
Select the staff who you want contributing to the company's Google Calendar by checking the box next to their name and clicking on the green Save Updates button. In this case, I want all users to contribute to the company calendar -
The following steps will have to be repeated for each staff member you have granted access to your Google account.
Now that you've verified that each calendar in your Google Calendar has a different color assigned to it, and have granted access to your staff, go to each staff's profile and click on the Calendar Sync tab. In the image below I went to Staff 2's Calendar Sync page -
Once on this staff's Calendar Sync page, I can see which Google accounts they are currently syncing with -
A new window will appear, and here you'll be able to modify a few things before you finalize the Google sync process -
- This is the Google account this staff member has been granted access to.
- This is a list of all calendars associated with the Google account selected in step 1. These are typically different calendars created within your Google calendar or calendars other people have shared with you.
- Check this box to upload all appointments set in TimeTap for this staff to the selected Google Calendar.
- Check off which reasons you want to sync up to the company Google Calendar (most of our users have all of them selected but you can pick and choose if you'd like).
- For service-based appointments only - This is the title of the TimeTap appointment once it appears as an appointment in Google Calendar. If you leave it blank, it will display the client's name, phone number and reason, or you can use our email tags to display information of your choice.
- For class-based appointments only - This is the title of the TimeTap class session once it appears as a class session in Google Calendar. If you leave it blank, it will display the client's name, phone number and reason, or you can use our email tags to display information of your choice.
- This is what displays as the event location once this event appears in Google Calendar. If you leave it blank, it will display the location name.
- For service-based appointments only - Once the TimeTap appointment gets added to the synced calendar, this is what would appear as the appointment's description. If you leave it blank, it will display the client's details and any custom fields information, or you can use our email tags to display information of your choice.
- For class-based appointments only - Once the TimeTap appointment gets added to the synced calendar, this is what would appear in the class session description. If you leave it blank, it will display the client's details and any custom fields information, or you can use our email tags to display information of your choice.
- Here you can set how long before the event start time you want your external calendar to remind you about the event.
- Check this box to download all appointments from the Google Calendar you've selected to the staff member's TimeTap calendar.
- Check this box to allow this user to download the appointment details from the Google Calendar you have granted access to.
Since I am on Staff 1 Google Sync, I will select to sync to the calendar called Company Calendar (1). Because in this example I want all my staff members to be able to upload TimeTap appointments to the Google Calendar (2) and download Google appointments to TimeTap (4), I will leave the corresponding boxes checked. As far as the reasons uploaded (3), I can either check only the services this staff offers or leave all the reasons checked. I will keep all checked just in case this staff needs to fill in for another staff in the future (most of our users leave all of the reasons checked). Once I've finished filling in the necessary information, I'll click on the green Save New Sync Details button and the sync will initiate. You can always come back and edit any of these options at a later time!
The steps above will have to be repeated for each staff member you have granted access to your Google account.
Once you've granted permission to each staff member to upload and download appointments to the company calendar, you'll notice that all the TimeTap appointments and class sessions now appear in the company's Google Calendar!
Now when each staff member logs into TimeTap and goes to their calendar view, they will be able to see all their appointments created in TimeTap along with the appointments created in the company's Google account. In the image below you can see all the events created on the company calendar in blue and the appointments created for Staff 2 in purple -