🇪🇸 🇺🇸

Google Calendar Integration

5 min read Updated: January 2025

Sync CitaFlow with Google Calendar to keep all your appointments in one place. Avoid double bookings and keep your personal and professional schedule perfectly coordinated.

Connect Google Calendar

1

Access integrations

Go to Settings > Integrations > Google Calendar.

2

Authorize access

Click "Connect with Google" and authorize access to your calendar.

3

Select calendars

Choose which calendars you want to sync (personal, work, etc.).

4

Configure sync

Define sync direction and update frequency.

5

Verify connection

Create a test appointment to confirm everything works.

Sync Types

CitaFlow → Google

Appointments created in CitaFlow appear in Google Calendar.

  • Client appointments
  • Time blocks
  • Business events
  • Reminders

Ideal for: Viewing your entire schedule in Google Calendar.

Google → CitaFlow

Google events block time in CitaFlow.

  • Personal events
  • External meetings
  • Vacations
  • Private commitments

Ideal for: Avoiding bookings during busy hours.

Recommended
↔️

Bidirectional

Complete sync in both directions.

  • Everything synced
  • No duplicates
  • Instant updates
  • Unified management

Ideal for: Full control of your schedule.

Event Customization

How your appointments appear in Google Calendar:

Event title

Configure what information to show:

  • Client name
  • Service type
  • Business name
  • Booking code
Example: "Maria Garcia - Haircut - CitaFlow"

Colors by category

Assign different colors based on:

  • Service type
  • Assigned professional
  • Appointment status
  • Booking origin

Additional information

Include in description:

  • Client phone
  • Special notes
  • Previous history
  • Required preparation

Privacy and Permissions

Visibility

Control who sees your appointments:

  • Public: Full title visible
  • Private: Only "Busy"
  • Hidden: Not visible to others

Sensitive data

Protect confidential information:

  • Hide client names
  • Don't sync private notes
  • Anonymize medical services

Shared calendars

For teams and collaborators:

  • Permissions per professional
  • Department calendars
  • Read-only view available

Conflict Management

CitaFlow automatically detects and prevents:

Double bookings

If an event exists in Google Calendar, CitaFlow automatically blocks that time slot.

Action: Client sees the time as unavailable.

External modifications

If you move an event in Google, the appointment updates in CitaFlow.

Action: Client is notified of the change.

Cancellations

If you delete an event in Google, you can choose whether to cancel the appointment.

Action: Confirmation before canceling.

Mobile Sync

Access your appointments from any device:

Smartphone

Google Calendar app for iOS/Android with push notifications.

⌚

Smartwatch

Receive alerts on your wrist so you don't miss any appointment.

Computer

Access from calendar.google.com or desktop apps.

Voice assistants

"Ok Google, what appointments do I have today?" works perfectly.

Advanced Features

Selective sync

Choose which appointment types to sync:

  • Only confirmed appointments
  • Exclude test appointments
  • Filter by service or professional

Multiple calendars

Better organize your time:

  • One calendar per professional
  • On-call calendar
  • Special events calendar

Time zones

Automatic time zone management:

  • Automatic conversion
  • Support for international clients
  • Automatic daylight saving time

Invitations

Send calendar invitations:

  • Clients receive .ics invitation
  • Add appointment to their calendar
  • Native Google reminders

Troubleshooting

Appointments don't appear in Google Calendar

  • Verify that sync is active
  • Check Google permissions
  • Review selected calendar
  • Wait 5 minutes (sync may take time)

Duplicate appointments appear

  • Deactivate and reactivate sync
  • Verify you don't have multiple connections
  • Check bidirectional configuration
  • Contact support if it persists

Changes don't sync

  • Check your internet connection
  • Re-authorize Google access
  • Verify Google API limits
  • Check sync logs

Frequently Asked Questions

Can I sync multiple Google accounts?

Yes, each professional can connect their own Google Calendar account. You can also connect calendars from different accounts for centralized management.

What happens if I lose internet connection?

Appointments are saved locally and synced when you recover the connection. You won't lose any data, but there may be a delay in updates.

Can clients see my Google calendar?

No, clients only see availability in CitaFlow. Your personal Google calendar remains private, it's only used to block busy times.

Does it consume Google API limits?

CitaFlow optimizes API calls. With normal use (up to 1000 appointments/month) you won't reach Google's free limits.

Can I disconnect Google Calendar without losing appointments?

Yes, appointments remain in CitaFlow. Only the sync is removed. Events already created in Google are not automatically deleted.