How Google Calendar Sync Works
This page explains how Google Calendar Sync works after setup — how Appointments sync, what you can and cannot edit, and how your team sees synced events.
For setup instructions, see Set Up Google Calendar Sync.
Key Facts:
Each sync pairs one Google calendar with one Daylite category.
Changes sync automatically in both directions. There's no fixed interval — a change in either app triggers the sync.
Past, future, and newly created events are all included.
The app an Appointment was created in controls who sends its invitations and which of its fields you can edit in Daylite.
Synced Appointments keep their Daylite links, but those links exist only in Daylite. Google Calendar sees the Appointment, not what it's connected to.
If the same Appointment changes in both apps at once, the most recent change is synced.
How Does the Pairing Work?
Google Calendar Sync allows you to keep one Google calendar and one Daylite category in sync.
During setup, you choose a Google calendar and an "appointment" category to sync with each other. That pairing defines where synced appointments appear in each app:
Events in the selected Google calendar appear in Daylite as Appointments with the selected category.
Daylite Appointments with the selected category appear in the selected Google calendar.
Changes made in either Daylite or Google Calendar sync automatically to the other app.
Past, future, and newly created events are included in the sync.
What Syncs Between Daylite and Google Calendar
*Invitees: Google invitees ("guests") are synced to Daylite, however, the actual invitations are managed by Google. Invitees added to Daylite Appointments are not synced to Google, which prevents people from being invited to the Appointment twice. Invitations are managed by the app the Appointment was originally created in.
**Reminders: Daylite "Message" and "Email" reminders are synced to Google, otherwise Google applies its default notification. Google notifications are not synced to Daylite.
How Many Calendars Can I Sync?
Each sync pairs one Google calendar with one Daylite category, and you can set up a sync for each Google calendar you own. A few rules govern how those pairings work:
You must select a different Daylite category for each of your Google calendars — you can't sync two of your own calendars to the same category.
However, the same category can be used by more than one person on your team. If you and a colleague both sync a Google calendar to "Client Meetings", that's allowed.
You can only sync Google calendars you're the "owner" of.
The number of calendar syncs you can set up may depend on your Daylite plan.
Who Can Use Google Calendar Sync?
Google Calendar Sync is enabled at the company level by a Daylite admin, which gives everyone access. Admins can't limit the feature to specific users — it's on for the whole company or off for the whole company. Once it's on, each user connects their own Google account and sets up their own syncs.
How Do I Work with Synced Appointments?
How Do I Create a Synced Appointment?
You can create a synced Appointment in either Daylite or Google Calendar. It syncs to the other app automatically and can be edited in both. The app you create the Appointment in determines where external invites are sent from, and whether there are limits on which fields you can edit in Daylite.
Daylite: Create an Appointment and choose a category that syncs with your Google calendar.
Google Calendar: Create an Appointment and choose a calendar that syncs with a Daylite category.
External invites are sent and managed by the app the Appointment was originally created in.
How Do I Edit a Synced Appointment?
You can edit synced Appointments in both Daylite and Google. However, if an Appointment was created in Google, the following fields will not be editable in Daylite:
Category
Owner
Delegate
Google Meet links
When editing a Google Appointment in Daylite, there will be a banner and info text identifying which fields can be edited.
How Does Google Calendar Sync Handle Conflicts?
In situations where conflicts occur, the most recent change takes precedence. A sync conflict can happen when the same Appointment is changed in both Daylite and Google Calendar at the same time, or before the sync is completed.
How Do I Link Daylite Items to a Synced Appointment?
You can link records and activity to synced Appointments exactly like linking to regular Appointments in Daylite. Linked items appear in the Activity View, giving your team full context on every meeting. Linked items do not sync to Google Calendar.
How Do I Manage Appointment Visibility?
When setting up a Google calendar sync, you have the option of making all Appointments in that Google calendar "Private" before they are added in Daylite. Otherwise, synced Appointments are visible to your entire Daylite team by default. You can edit the permissions of any individual Appointment to make it private, public, or visible to certain people and teams.
As with any private Appointment in Daylite, other users will still see that you have an Appointment scheduled, but the title and details will all be hidden.
For more information, read Controlling Who Can See and Edit Information.
Frequently Asked Questions
How often does the sync run?
On demand. When a change is made in either Daylite or Google Calendar, the sync triggers automatically. There is no fixed interval. You can view the last sync time and date in the Calendar Sync settings.
Does the sync include past events?
Yes. All events — past and future — in both the Google calendar and the Daylite category are included in the sync.
If an event is deleted in Google Calendar, what happens in Daylite?
The Appointment is moved to the Trash in Daylite. You can recover it by going to Window > Trash in Daylite.
If an Appointment is trashed in Daylite, is it deleted in Google?
Yes. Trashing an Appointment in Daylite deletes the corresponding event in Google Calendar.
Does Google distinguish between cancelled and deleted events?
No. Google treats deleted and cancelled as the same action. In both cases, the Appointment is trashed in Daylite.
Are there risks of duplicate Appointments?
Duplicates should not occur under normal use. Each sync rule pairs one Google calendar with one Daylite category, and the sync keeps both sides in alignment. If you notice duplicates, contact the Daylite support team.
What happens to my Appointments if I remove a calendar sync?
You're asked whether to keep synced Appointments in both apps or delete the synced copies. See Remove a Google Calendar Sync.
Is my data shared with third parties?
Google Calendar Sync connects your Google account directly to your Daylite account. Daylite does not share your calendar data with third parties. For details on how Google handles your data, refer to Google's Privacy Policy.
Where can I get help with sync issues?
Contact the Daylite support team at support@daylite.app.
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