Automated Calendar Synchronization with Google Apps Script

How We Integrated Personal Apple and Work Google Calendars

Managing multiple calendars across different platforms can be challenging, especially when balancing personal commitments with professional responsibilities. In this project, we tackled the unique challenge of synchronizing events between a personal Apple Calendar (synced with a Google account) and a work Google Calendar, specifically for a user relying on an iPhone. The solution we developed ensures that personal events are accurately reflected in the work schedule, enabling seamless integration with tools like Calendly to automatically block off availability during personal commitments.

The Challenge: Cross-Platform Calendar Management

For many users, managing calendars across different platforms—such as Apple Calendar on an iPhone and Google Calendar for work—can lead to scheduling conflicts and overlooked commitments. In this scenario, the personal calendar is managed through an Apple account but synced with Google Calendar. The user wanted to ensure that personal events would block off time on their work Google Calendar, preventing double bookings.

However, simply syncing the personal Google account with the work Google Calendar wasn’t enough. The personal events were visible, but they didn’t block off availability in scheduling tools like Calendly, which only recognized events directly on the work calendar as busy times. This necessitated the creation of duplicate events in the work calendar to ensure accurate availability.

The Solution: Automating Synchronization with Google Apps Script

To address this challenge, we developed a custom solution using Google Apps Script. Here’s what we accomplished:

1. 1. Automated Event Creation and Synchronization
      The core functionality we implemented ensures that any event added to the personal Apple Calendar (synced with Google) is automatically duplicated in the work Google Calendar. Each duplicated event in the work calendar is prefixed with “Personal-” to differentiate it from work-related events. This step was crucial for ensuring that tools like Calendly recognize these times as busy, thereby preventing scheduling conflicts.
   2. Handling Event Modifications
      When a personal event is modified—such as a time change or an update to the details—the corresponding event in the work calendar is automatically updated. This real-time synchronization ensures that the work calendar reflects any changes made on the iPhone, keeping the user’s schedule accurate across both personal and professional domains.
   3. Managing Event Deletions
      The script also manages the deletion of events. If a personal event is removed from the Apple Calendar, the corresponding event in the work calendar is automatically deleted. This prevents outdated or irrelevant events from cluttering the work calendar, ensuring that the user’s availability is always up to date.
   4. Preventing Duplicates
      To avoid confusion and clutter, the script includes logic to check for existing events before creating new ones. It ensures that each personal event is only mirrored once in the work calendar, even if the original event is modified or deleted. This prevents the creation of duplicate entries, which can lead to scheduling errors.
   5. Automated Cleanup
      Over time, calendars can accumulate obsolete events. To keep the work calendar clean, the script periodically reviews all “Personal-” events and deletes any that no longer have a corresponding event in the personal calendar. This automated cleanup ensures that the work calendar remains accurate and clutter-free.
   6. Integrating with Calendly
      One of the critical outcomes of this project was ensuring that personal events blocked off time in Calendly, a popular scheduling tool. By duplicating personal events in the work calendar, Calendly recognizes these times as unavailable, preventing double bookings and ensuring that personal commitments are respected during work hours.
   7. Scheduled Execution
      To maintain synchronization without manual intervention, we set up a time-driven trigger in Google Apps Script. This trigger runs the script at regular intervals, such as every hour or day, ensuring that any new events, modifications, or deletions in the personal calendar are automatically reflected in the work calendar.

Why This Approach?

You might wonder why not just add a second calendar to Calendly. The answer is control. We not only needed to block off dates and times for Calendly, but we also wanted the personal event to create a duplicate work event. This way, any requests (not just through Calendly) would be blocked, and others would know unavailability at specific times (without revealing that it’s a personal event 🤫). This would also be a reminder of personal events while at work, especially when personal notifications are not visible or in focus.

How It Works: A Closer Look

Synchronization Process
The script begins by retrieving all relevant events from the personal Apple Calendar (via the synced Google account) for a specified time frame, such as the next two months. This is because Calendly only has the calendar available to be booked two months in advance. These events are then processed to ensure they are accurately mirrored in the work calendar.

Event Matching and Duplication
For each personal event, the script searches the work calendar for a matching event. If found, the event is updated with the latest details; if not, a new event is created. If the personal event has been deleted, the corresponding work event is removed as well.

Trigger Setup
A time-driven trigger in Google Apps Script ensures the synchronization script runs automatically at regular intervals. This keeps the work calendar continuously updated with personal commitments, blocking off availability as needed.

The Impact: Why This Matters

By automating the synchronization between an iPhone’s Apple Calendar (synced to Google) and a work Google Calendar, we achieved several important benefits:

• • Seamless Availability Management: Personal events now effectively block off time in the work calendar, ensuring that scheduling tools like Calendly reflect true availability and prevent double bookings.
  • Time Savings: The automation eliminates the need for manual updates, saving valuable time and reducing the risk of errors.
  • Improved Accuracy: The script ensures that the work calendar is always up to date with personal commitments, reflecting changes in real-time.
  • Enhanced Productivity: By reducing the burden of managing multiple calendars, users can focus more on their tasks and less on calendar maintenance.

Conclusion: Streamlining Cross-Platform Calendar Management

This project highlights the power of automation in managing cross-platform calendars. By leveraging Google Apps Script, we created a seamless integration that synchronizes an iPhone’s Apple Calendar with a work Google Calendar, ensuring that personal commitments are accurately reflected in work schedules. This approach not only simplifies calendar management but also enhances productivity by automating the process of blocking off time for personal events.

If you’re facing similar challenges with managing multiple calendars across platforms, consider implementing a similar solution using Google Apps Script. It’s a powerful tool that can help streamline your workflow and keep your schedule in perfect sync.