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Calendar Sync

Activities can be synced to external calendars (Google Calendar or Microsoft Outlook) so they appear alongside your other appointments.

How Calendar Sync Works​

When you add an activity to your calendar:

  1. Create the Activity: Add an activity with a date and time
  2. Add to Calendar: Click "Add to Calendar" or enable the calendar sync option
  3. Automatic Sync: The activity appears in your connected external calendar within minutes
  4. Two-Way Updates: Changes made in Readybuild sync to your external calendar

What Gets Synced​

Readybuild FieldCalendar Field
SubjectEvent Title
Date/TimeEvent Time
LocationEvent Location
NotesEvent Description
Team MembersEvent Attendees
All-Day FlagAll-Day Event

Calendar Event Titles​

The calendar event title can be customized by your administrator. Common placeholders include:

  • {{clientName}} - Client's full name
  • {{projectTitle}} - Project title
  • {{subject}} - Activity subject

Travel Time Sync​

If you add travel time to an activity:

  • A separate calendar event is created for the travel time
  • This appears before your appointment
  • Both events sync independently

Sync Status​

Activities show their sync status:

StatusDescription
PendingQueued to sync
SyncedSuccessfully synced to external calendar
FailedSync attempt failed (will retry automatically)

Removing from Calendar​

When an activity is removed from calendar sync:

  • The event is deleted from your external calendar
  • This happens automatically when you cancel an activity
  • You can also manually remove an activity from calendar
Calendar Providers

Readybuild supports Google Calendar and Microsoft 365 Calendar. See Google Calendar Integration or Microsoft 365 Integration for setup instructions.

Availability Checking​

When scheduling activities, the system checks whether the assigned user is available.

How It Works​

The availability system considers:

  1. User's Schedule: Their defined working hours
  2. Company Holidays: Dates blocked for the entire company
  3. Existing Activities: Other appointments and meetings
  4. Calendar Events: Events from synced external calendars (Google/Outlook)
  5. Buffer Time: Time blocked before/after meetings

Availability Alerts​

When creating an activity, you'll see alerts:

  • Available: The user is free during this time
  • Possibly Unavailable: The time conflicts with something
  • Company Holiday: The date is a company holiday

Alternative Time Suggestions​

If a user isn't available, the system suggests alternative times based on their schedule.

For detailed information about availability settings and management, see Availability.