Integrate with Google Calendar

Users with the Manage District Settings user permission can set up either a one-way or two-way Google Calendar integration using iCal. This allows  events in Facilities Schedules to appear on a Google calendar. 

The integration is set up by space. For example, you can set up a unique Google Calendar for the High School Auditorium specifically, instead of the high school as a whole. You will need to set up individual Google Calendars for each space you want to integrate.

To set up a one-way integration:

1. Do the following in Schedules:

   a.  Select Locations > Manage Sites or Locations > Manage Spaces.

   b. Next to the site or space you want, click . A pop-up appears.

   c. Click Copy link to Clipboard.

2. Link Facilities Schedules in Google Calendar. Scroll to the use a link to add a public calendar section.

Schedules events will now show in your Google Calendar and update daily.

To set up a two-way integration:

1. In Google Calendar, do the following:

   a.  In the left-side menu, next to Other Calendars, select + > Create new calendar.
   b.  Do the following:

           i. Enter a name.

   Important: The name should match the desired space name in  Schedules.

           ii. Select the desired time zone.

          iii. Click Create calendar. The calendar appears under Settings for my calendars.

    c. Click the name of the new calendar.

     d. Under Shared with, do the following:

            i. Click + Add people and groups.
           ii. In the Add email or name field, enter this email address: 397421353447-65rs9n6t4l6n66vmqk35cv3954ia7ka3@developer.gserviceaccount.com
           iii. Under Permissions, select Make changes to events.
            iv. Click Send.
    e. Under Integrate calendar, copy the Calendar ID.

2. In  Facilities Schedules, do the following:

   a. Select Locations > Manage Spaces.
   b.  Next to the space you want, click . A pop-up appears.
   c.  Next to Google Calendar ID, enter the ID you copied from Google Calendar.

   Note: If you remove the Google Calendar ID and click Save, all Google reservations on this specific calendar are deleted.

   d.  Click Save.

3. Repeat steps 1-2 for all spaces you want to integrate with a calendar.

To test your Google Calendar connection:

1. Enter your custom Facilities Schedules URL in a browser.

2. Add /gcaltest.aspx to the end of the URL.

   Example: Your URL would be: (domain).mlschedules.com/gcaltest.aspx

   A list of spaces integrated with Google Calendar shows each space as Pass or Fail.

   

   Notes: MLS Reads from Google means events in Google Calendar are shown in Schedules. MLS Writes to Google mean events created in Schedules are shown in Google Calendar.

3. If any space shows FAIL, do any of the following:

   • If FAIL is under MLS Reads from Google, double-check your space settings in Schedules to ensure they are correct, and do not have any additional spaces at the beginning or end.
   • If FAIL is under MLS Writes to Google, check your Google Calendar sharing permissions to ensure you have given the Make Changes to Events permission to 397421353447-65rs9n6t4l6n66vmqk35cv3954ia7ka3@developer.gserviceaccount.com.