Connect-Up for Google Calendar (version 2)

Syncing Appointments Between Two Calendars

Connect-Up for Google Calendar™ is the ideal solution for subscribers who want to sync between their DaySmart Appointments calendar and their Google calendar.

Important Notes

• DaySmart Appointments Events will not sync to Google Calendar. 
• All access types can use Connect-Up for Google Calendar, but only Headquarters Administrators can enable the plugin from the Marketplace.
  • View-only users can view DaySmart Appointments Appointments in their Google Calendar, but cannot edit or cancel them. Additionally, since they cannot create Reserves, the 2-way sync from Google is not supported.
• Each DaySmart Appointments profile can only sync with one Google Calendar at a time.
• Users can only sync to Google Calendars they own. Google Calendars with “read-only” access cannot be synced.
• Only items 90 days in the future will sync.
• Google Calendar shows events in 30-minute increments. Appointments scheduled in other increments will sync, but might not be displayed to proportion. 
• All-day meetings created in Google will not sync to your DaySmart Appointments calendar. To mark a day as completely unavailable, set the date as a Day Off for the Staff Member's profile.

How to Enable the Plugin

As a Headquarters Administrator, you can enable this feature for your account or Location by visiting The Marketplace. This plugin is located in the Calendar Sync category.

1. Locate the Connect-Up for Google Calendar plugin.
   1. If you do not see this plugin in your account, please open a Support Ticket for assistance.
2. Click Enable.
3. Select one or more Locations from the drop-down menu.
4. Click the Enable button.

Activate the Plugin for Staff Members

Once the plugin is enabled, users with the access type of either Headquarters Administrators or Location Administrators may choose to activate this feature for Staff Members in this account. From the Settings tab, click on the Staff Members dropdown and select those users that you want to invite to connect their DaySmart Appointments calendar with their Google Calendar. Click Update Settings to save the settings.

Following this update, Staff Member profiles that contain an email address in their profile will be sent an email invitation to set up their DaySmart Appointments calendar and Google Calendar connection. The email will contain a link to complete this setup. They will need to have their DaySmart Appointments login and password handy for the next step.

From this same Settings tab, you may also remove this feature from previously selected Staff Members. To remove the synchronization option from a Staff Member, return to The Marketplace and access the Connect-Up for Google Calendar plugin from the left side. Click the Settings tab and, in the Staff Members tab, uncheck the user who should no longer be able to sync their calendars. Update Settings once you have made appropriate changes. Any information synced between the calendars will then be removed and the connection severed.

How to Connect to Google Calendar

Sign in and Connect from Site Administration 

If you are the logged-in Staff Member attempting to set up the calendar synchronization for yourself, these are the steps you will follow:

NOTE: Start here if you do not have administrative account access.

1. Sign in to your DaySmart Appointments account.
2. Click the Staff Members tab.
3. Select your profile from the list, if you are able to see more than your own profile.
4. Click Connect-Up for Google Calendar.
5. Enter your Google Mail address and click Next.
6. Enter your Google Mail password and click Next.
7. Click to Allow access.

If you are having issues completing the Google authorization, you can go directly to the Connect-Up tool or try from a laptop/desktop computer.

Connect from the Email Invitation

If you are an administrator logged in and managing the profile of a different Staff Member, you will only see the option to send an email invitation to the other Staff Member. This link does not indicate if the user has set up their sync.

1. Open your email client and locate the email from the DaySmart Appointments system.
2. In the invitation email, click the link to activate the Connect-Up for Google Calendar sync.
3. Enter your Google Mail address and click Next.
4. Enter your Google Mail password and click Next.
5. Click to Allow access.

If you are having issues completing the Google authorization, you can go directly to the Connect-Up tool or try from a laptop/desktop computer.

NOTE: Administrators cannot access the sync settings of other users.

Resending Google Calendar Sync Invite 

At any time, Administrators have the ability to send out invitations to join Connect-up for Google Calendar to other users from the user’s staff profile. The email notification is sent to the email address associated with the user profile.

Users also receive a notification to connect to Google Calendar when the plugin is enabled in plugin settings.

Note: The amount of time that the link is valid is based on your DaySmart Appointments account setting to automatically log out an idle user (Settings > General > Preference 10). 

Connect-up for Google Calendar Initial Setup 

1. Select the Google Calendar to which you would like to sync (only one calendar can be selected).
2. Review and, if needed, update the Contact Email address to which sync notification alerts should be sent.
   
   1. This will initially display the address associated with your DaySmart Appointments Staff Member profile. You may change this to any other email address you desire.
   2. It is recommended that this be the email address you check most frequently.
3. Choose the following automated notifications:
   1. Notify when a resync is completed.
   2. Notify when an Appointment/Reserve cannot be updated from Outlook 365.
      1. When you receive this notification, it means that the Appointment or Reserve could not be moved due to another Appointment, Reserve, or Outlook meeting existing in the same time slot.
      2. The preference for overbooking DaySmart Appointments Appointments is supported in Single Appointments per Time Slot accounts only.
4. Determine what items to sync between calendars:
   1. Sync DaySmart Appointments Reserves to Google
   2. Sync Google events to your DaySmart Appointments calendar
   3. Sync Google event details to your DaySmart Appointments calendar
      1. Note: This only applies to the body or description of the meeting. The title will still sync to the user's DaySmart Appointments calendar. 
5. Click Start Sync
   1. Note: After initial setup, if you return to this page, you’ll see a Resync button.

  

How to Disable Sync for Individual Google Events

If there is a situation where you need to keep an Event from being synced to your DaySmart Appointments calendar, you can do so by setting the event Free. This will ensure the event is not added to your DaySmart Appointments calendar. If the event was previously synced to your DaySmart Appointments calendar, it will be removed. 

Private Google Events

Google events set to Private will not sync the title or description to your DaySmart Appointments calendar. The title will default to Reserved. If a Google event that was previously synced to your DaySmart Appointments calendar is updated to Private, the title and description will be removed from the DaySmart Appointments record. 

Disconnecting from Google Calendar

Users can disconnect from the plugin at any time by clicking the Disconnect Account link in the Connect-Up for Google Calendar settings. This will remove all Google events from the DaySmart Appointments calendar, and all DaySmart Appointments Appointments and Reserves from the Google calendar.

 

Syncing Appointment Details to Google Calendar

Once the two calendars are connected, you will be able to open and view DaySmart Appointments Appointments from your Google Calendar. When viewing the calendar item, any fields that contain information for the Appointment will display in the Google form. The calendar item will identify the entry as coming from the DaySmart Appointments (DS) system and display the Customer and Service name as the event title.

Note: Blank fields will not be shown. 

Disabling the Plugin

If you decide that you no longer want to use this feature, you can return to the Marketplace and remove the plugin from any or all Locations.

1. Click Marketplace.
2. In the left-hand column, find the plugin.
3. On the plugin’s first tab, click the Locations drop-down field.
4. Uncheck individual Locations or click None.
5. Click Update.

Troubleshooting

How do I check which email address/calendar is set up to sync with my DaySmart Appointments calendar?

• To verify the calendar address with which you are syncing, visit https://connectup.appointment-plus.com. You may already be logged in and end up on the sync settings page. If so, locate the email address in the upper left corner of the application. This is the Google account that is syncing with your DaySmart Appointments calendar.

Why is the email address in the Contact Email field different?

• The Contact Email field in the main body of the Connect-Up settings page identified the email address at which you will receive notifications related to sync activity, like when a resync is completed or if an Appointment or Reserve cannot be moved by changing the date or time in your Google calendar. 
• This may be different than the Google account that is connected to for syncing. This Contact Email is simply the email address you check most frequently so that you are able to receive notifications from the sync system in a timely manner.

Why do Appointments on one calendar appear to be at a different time on the other calendar?

• Check your timezone settings in Google Calendar and DaySmart Appointments. If both systems are not set to the same timezone, synced items may not show at the correct start time. 

How do I sync Appointments from multiple DaySmart Appointments schedules to a single Google Calendar?

• Users cannot sync multiple DaySmart Appointments schedules to a single Google Calendar. The error message: "There is another account already using this Google Calendar. Please select another Google Calendar." will show when attempting to add the same Google Calendar credentials to multiple DaySmart Appointments schedules. 

What happens if my calendars are disconnected?

• If your calendars become disconnected, you will receive an email at the email address set in step #2 with this status change. To reconnect and resync, follow the directions in this email message.