After syncing your preferred calendar app with Scoro, you can add, modify and delete events and tasks in either of the applications – Scoro will keep everything in sync. Even so, Scoro should be used as the primary source for modifying and adding data. This way you can add more information to your events and get thorough reporting on all activities – break reports down by team member, client, project, and activity.
Integrating Scoro with Google Calendar lets you access all your Scoro calendar events in Google Calendar and vice versa. You can add, modify and delete events in either of the applications and Scoro will keep everything in perfect sync. NB! See below the special conditions that need to be met when managing recurring events from the Google Calendar side.
To activate the integration go to Settings > Site settings > Integrations > Google Calendar.
- Click Sign in with Google and log into your Google account.
- Grant Scoro access to your Google Calendar. If you have several calendars in Google, you need to specify which one you wish to sync with Scoro after granting the permission.
- Save your changes to enable the automatic sync.
Scoro is set as the primary calendar by default and Event sync is automatically enabled. See the settings breakdown below if you wish to customize your integration further.
- Data synced – syncing of events is activated in the settings by default. Should you choose to stop the sync temporarily, deactivate the syncing of events. It is advised not to disconnect the whole calendar to prevent from configuring the settings again.
- Direction – choose the direction of the sync: should the events be synced both ways, to Scoro or from Scoro. Note! If events are synced both ways with the Two-Way sync, then Scoro calendar will always be the primary calendar.
- Guests can modify events – gives guests the right to modify your events. This option is disabled by default.
- Guests can see and invite participants – choose whether guests can see and invite participants. This setting is enabled by default and will also be automatically enabled if you allow guests to modify events.
- Send error notifications to – define the e-mail address where notifications can be sent in case of any errors.
The calendar information is exchanged every 5 minutes. The first sync is activated right after these changes are saved.
In case of ongoing sync, the start date and time are displayed above the settings table.
In the case of two-way sync, the events can be accessed in both applications right after the first sync.
If there are events that were not synced it is displayed so in the settings table.
Should any errors occur you can view the logs by clicking on the Logs button.
Note! When syncing your personal events from Google Calendar to Scoro, make sure you mark the visibility of these events as Private in Google. Otherwise, all events are synced to Scoro as public and the contents of the events are visible to everyone who has the right to look at your calendar.
Things to know about the Google integration
1. Sync rules
Scoro to Google
- We always try to sync the event on behalf of the user who is the event owner. If this user does not have an active Google Calendar integration, then the event is synced on behalf of a participant who has.
- If the event is initially synced from Google to Scoro, but the event owner is not a Scoro user or does not have an active Google integration, and the event is later updated in Scoro, then we will show a warning message that these changes cannot be sent to Google as event owner does not allow other participants making the changes. Note! If the event owner has enabled the option for other participants to modify the event, then this rule does not apply and no warnings are shown for users.
Google to Scoro
- Similar rules apply compared to Scoro to Google direction. If the event owner is not syncing events to Scoro or does not have Two-Way sync enabled, then the event is synced on behalf of any other participant who is. The system remembers who the actual event owner is and if other participants are not allowed to modify the event, then changes made in Scoro are never synced back to Google.
- We also sync the Google Meet call link which gets added to the conference call link field in Scoro.
All Scoro users who are participants will be added as attendees on the same event when it is synced to Google or back to Scoro. Guests are added as attendees as well.
Participants for the event in Scoro are added based on the attendee e-mail address in Google. If the attendee's e-mail address matches a Scoro user's e-mail, then this user is added as a participant. Or if the e-mail matches with an active Google Calendar integration account, then the system will also find and match the Scoro user. This is very useful for participants that use a different e-mail address to set up the integration and want the events to appear in Scoro as well.
3. Recurring events
Created in Google Calendar: one-way sync
Recurring events created in Google Calendar are currently synced only one way – from Google to Scoro. This means that if you later…
- …modify the event in Google Calendar, changes are synced back to Scoro as well
- …modify the event in Scoro calendar, changes are not synced back to Google Calendar. An error message will inform you that the changes are not synced because the recurring event was originally created in some other calendar, not Scoro.
Prerequisites for the sync
When creating a recurring event in Google Calendar, the following conditions need to be met to ensure that the event gets synced to Scoro successfully:
1. Assign an end date to the recurring event or limit the number of its occurrences
Never ending recurring events cannot be synced to Scoro. Whenever you create a recurring event, Google sets it as never ending by default. So you should always open the Custom option and set either an end date or a limit to the recurring event.
2. Use a recurrence pattern supported by Scoro
Google Calendar supports more flexible and customizable recurrence rules than Scoro. Therefore, you should always make sure that Scoro supports the recurrence pattern that you choose in Google Calendar, otherwise the sync will not work.
If you wish to set up more complex recurrence patterns that are not supported by Scoro, you should simply create several events to cover the pattern. For example, if you want to add a meeting that repeats every Monday, Wednesday and Friday, but Scoro doesn’t support that pattern, you can simply add three recurring events into your Google Calendar – one on Mondays, one on Wednesday, one on Fridays.
NB! Beware of duplicates. If you set up any recurring events in your Google Calendar before updating to 22.8 or turning on the Google-Scoro sync, keep in mind the following when modifying these entries in Google now:
- If you update a single calendar event using ‘This event’ criteria – nothing is synced to Scoro.
- If you apply changes to ‘This and following events’ or ‘All events’ – all events are synced over to Scoro, including the past ones. Note that if you previously added the same recurring event to your Scoro calendar manually, you will end up with duplicates. To avoid duplicate content, delete the manually added recurring event from Scoro before modifying its equivalent in Google Calendar.
Created in Scoro: two-way sync
Recurring events created in the Scoro calendar are synced from Scoro to Google and vice versa. However, please note that each event in the sequence is added into the Google calendar as a single event, so there are some limitations to updating the data.