Customize How Your TimeTap Appointments Display in Your Google Calendar

In this page we will cover - 

• How to Customize How your TimeTap Appointments Display in your Google Calendar
• How to Customize How your TimeTap Appointments Display in your Shared Google Calendar

If we take a closer look at a TimeTap appointment, you'll notice that by default the subject contains the client's name, the appointment start & end times and the location of the appointment - 

If you double click on the appointment in Google Calendar you will notice that TimeTap automatically fills in the details with the client's details and custom fields information - 

Let's say, however, that instead of the client's name, phone number and TimeTap reason, we just want a generic name in the subject line for all TimeTap appointments that are sent to Google Calendar. We also want the client's first & last names and mobile phone number.

Once you've synced to your Google Calendar, you'll need to click on your name in the upper right corner of the screen and then select My Profile - 

Once in your profile, you'll need to click on the Calendar Sync tab - 

Once on the Calendar Sync page you will be able to see the Google Calendar you are currently syncing with -  

If you look under the Your External Sync Feeds section you'll be able to see - 

1. The ID of the Google Calendar this staff member is syncing to.
2. The name of the calendar (this is 1 of the calendars of the calendar ID that was selected from #1 above).
3. Whether this staff member is uploading their TimeTap calendar to the Google Calendar.
4. The services & classes being uploaded to this calendar.
5. Whether this staff member is downloading events created in Google Calendar.
6. Whether this staff member is downloading the details of events created in Google Calendar.
7. The last time TimeTap downloaded information from this Google Calendar.
8. Actions that can be taken by clicking on the corresponding button - including Edit the feed, Remove the feed or View Feed details.

Click on the blue Edit button under the Actions section - 

A new window will appear, and here you will be able to modify a few things before you finalize the Google sync process - 

1. This is the Google account this staff member has been granted access to.
2. A list of all calendars associated with the Google account selected in step 1. These are typically calendars created within your Google Calendar or calendars other people have shared with you.
3. Check this box to upload all appointments created in TimeTap for this staff to the selected Google Calendar.
4. Check off which reasons you want to sync to the company Google Calendar (most of our users have all of them selected but you can pick and choose if you'd like).
5. 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.
6. 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.
7. 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.
8. For service-based appointments only - Once the TimeTap appointment gets added in 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.
9. For class-based appointments only - Once the TimeTap appointment gets added in 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.
10. Here you can set how long before the event start time you want your external calendar to remind you about the event.
11. Check this box to download all appointments from the Google Calendar you've selected to the staff member's TimeTap calendar.
12. Check this box to allow this user to download the appointment details from the Google Calendar you have granted access to.

Because we want to change the information displayed in the TimeTap appointments appearing in the Google Calendar, we will make changes to sections 5 and 8 from the image above. In the event title section I will enter the type of appointment (Full Body Massage) and in the event details section I will use our email tags to enter the client's full name and their mobile phone number. Keep in mind that you can also include tags assigned to custom fields. Click on the green Update Sync Detail to save these changes - 

After the changes have been saved, go back to your Google Calendar and take a look at 1 of the TimeTap appointments. You'll notice that the event subject corresponds with the changes made in TimeTap (even though the full name we entered doesn't quite show)- 

If we double click on the appointment to view the details we will see that the tags added in TimeTap pushed the information we want to see to Google - 

Once you've made the changes mentioned above, it will make it easier for you to identify your TimeTap appointments on your Google Calendar and see the information you're most interested in from that Google events details - 

First, let's take a look at how the shared Google Calendar displays the appointments created in TimeTap - 

If we take a closer look at a TimeTap appointment, you'll notice that it contains the client's name, the reason for the appointment, the start & end times and the location of the appointment - 

But in this case I want the name of the staff to appear in the subject line and the appointment details to appear in the body of the appointment. From here we go back to TimeTap and go to the staff profile and click on the Calendar Sync tab - 

Once on the Calendar Sync page you can see the calendar the instructor is syncing to - 

If you look under the Your External Sync Feeds section you will see - 

1. The ID of the Google Calendar this staff member is syncing to.
2. The name of the calendar (this is one of the calendars under the calendar ID that was selected from #1 above).
3. Whether this staff member is uploading their TimeTap calendar to their Google Calendar.
4. The services & classes being uploaded to this calendar.
5. Whether this staff member is downloading events created in Google Calendar.
6. Whether this staff member is downloading the details of the events created in Google Calendar.
7. The last time TimeTap downloaded information from this Google Calendar.
8. Actions that can be taken by clicking on the corresponding button - such as Edit the feed, Remove the feed or View Feed details.

Click on the blue Edit button under the Actions section - 

A new window will appear, and here you will be able to modify a few things before you finalize the Google sync process - 

1. This is the Google account this staff member has been granted access to.
2. A list of all calendars associated with the Google account selected in step 1. These are typically calendars created within your Google calendar or calendars other people have shared with you.
3. Check this box to upload all appointments set in TimeTap for this staff to the selected Google Calendar.
4. 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).
5. 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.
6. 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.
7. 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.
8. 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.
9. For class-based appointments only - Once the TimeTap appointment gets added to the synced calendar, this is what would appear as 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.
10. Here you can set how long before the event start time you want your external calendar to remind you about the event.
11. Check this box to download all appointments from the Google Calendar you've selected to the staff member's TimeTap calendar.
12. Check this box to allow this user to download the appointment details from the Google Calendar you have granted access to.

Because we want to change the information displayed in the TimeTap appointments appearing in the Google Calendar, we will make changes to sections 5 and 8. In the event title section I will enter the name of the staff and in the event details section I will use our email tags to enter the name of the client and their phone number. Keep in mind that you can also include email tags assigned to custom fields. Click on the green Update Sync Detail button to save these changes - 

After the changes have been saved, we can go back to the shared Google Calendar and take a look at one of the TimeTap appointments booked for Staff 1. You'll notice that the subject correspond with the changes made in TimeTap - 

If we double click on the appointment to view the details we will see that the tags added in TimeTap pushed the information we want to see to Google - 

If you have any questions about this process please contact our support team - we will be happy to assist you!