Google Calendar Sync Rules and Behaviour

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.

Google Calendar Sync is in Public Preview — some features are still being added and you might encounter a few bugs. Thank you for trying it!

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How Google Calendar Sync Works

Google Calendar Sync allows you to keep one Google calendar and one Daylite Appointment category in sync.

During setup, you choose a Google calendar and a Daylite 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.

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What Syncs Between Daylite and Google Calendar

Syncs

• Appointment title
• Date and time
• Location
• Description/Details
• Free-Busy status
• Invitees*
• Reminders**

Does not sync

• Daylite items linked to Appointments like Contacts, Opportunities, Projects, Tasks, etc.
• Daylite Custom Fields
• Google Meet links created in Google Calendar
• Calendar & Category Color
• Files and attachments
• Permissions

^{*Invitees: Google invitees ("guests") are synced to Daylite, however, the actual invitations are managed by Google. Daylite invitees 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 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 Daylite and Google Calendar before the sync is complete.

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How to Create Synced Appointments

You can create Appointments to sync from either Daylite or Google Calendar. Both sync to the other automatically and can be edited in both apps. The app you use to create an Appointment determines where external invites are sent and whether there are restrictions on what fields you can edit within 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.

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How to Edit Synced Appointments

You can edit 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

Appointments created in Google will have a banner in Daylite helping you identify which fields can be edited.

Changing Synced Appointment Category

Changing the category on a Daylite-created Appointment has the following effects:

• The Appointment is removed from the synced Google Calendar.
• If the new category is synced with a different Google calendar, the Appointment moves to that Google calendar.
• If the new category does not sync with a Google calendar, the Appointment remains in Daylite and is removed from Google calendar.

How to Link Daylite Items to Synced Appointments

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.

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Managing Appointment Visibility

When setting up a Google calendar sync, you have the option of making all Appointments in that Google calendar "Private" 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.

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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.

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.

Can I choose which calendars to sync?

Yes. During setup, you select which Google calendar to pair with a Daylite category. You can set up a sync for each of your Google calendars, so long as you are the owner of that calendar. For each Google calendar, you must select a different Daylite category—you cannot sync multiple calendars to the same category.

Can I sync multiple calendars to a single category?

Each individual user can only pair one calendar with each Daylite category. However, each category can be used by each user. So if you had the category "Client Meetings", both you and another user could sync a Google calendar to it.

Can I enable sync for specific users only?

No. Google Calendar Sync is enabled at the company level by a Daylite admin, giving everyone access. The admin cannot specify which users have access to the feature, it's either everyone or no one. After that, individual users add their own Google accounts and set up their own sync rules.

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 synced Appointments if I delete the sync rule?

All synced Appointments are removed from both Daylite and Google Calendar. Appointments that were synced from Google to Daylite are deleted from Daylite. Appointments that were synced from Daylite to Google are deleted from Google Calendar. See Deleting a Calendar Sync for details.

In a future update, you will be able to choose whether to keep your Daylite Appointments when deleting a 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 [e-mail].