How It Works
Each Cobot Resource connects to one Google Calendar. Bookings sync in both directions, so changes made in Cobot appear in Google Calendar and changes made in Google Calendar appear in Cobot.
Sync timing:
Cobot to Google Calendar: a few seconds
Google Calendar to Cobot: up to 5 minutes
Setting Up the Sync
Step 1: Create a dedicated Google Calendar for each Resource. Name it the same as (or similar to) the Resource in Cobot. For example, if your Resource is called "Meeting Room," name the calendar "Meeting Room."
IMPORTANT
Use a brand-new, empty calendar. Any existing events in the calendar will sync into Cobot, so don't connect a personal or shared company calendar.
Step 2: Go to Add-ons » Google Calendar Sync » Get Started in your Cobot admin.
Step 3: Select your space and click 'Add Calendar'.
Step 4: Log in to Google and select the calendar you want to sync. Click 'Sync Calendar' and allow all requested permissions. Repeat this process for each Resource and its corresponding Google Calendar.
What Syncs on Setup
When you first connect a calendar, Cobot syncs events from the past month in both directions.
Calendar blockers are also synced to Google Calendar as events, covering today through one year into the future. Note that any changes made to calendar blockers in Google Calendar are not synced back to Cobot.
What Booking Information Is Synced
The Comments field in Cobot appears as the Notes field in Google Calendar, and vice versa.
Bookings created in Google Calendar appear in Cobot without a member or admin assigned.
All activity from the sync appears in your Cobot Dashboard Activity Feed under the admin name used to set up the sync.
Once the sync is live, Google does not send invites or updates to guests on synced bookings.
Conflict Rules
Existing Cobot bookings block Google Calendar events from being added at the same time.
Existing Google Calendar events do not block Cobot bookings, which can result in double bookings.
Overlapping Google Calendar Bookings
If two overlapping bookings are created in Google Calendar, only one syncs to Cobot due to a conflict. If the first booking is then deleted in Google Calendar, that time slot opens up in Cobot and the second booking syncs across.
Recurring Bookings
Recurring Google Calendar events sync into Cobot with the same recurrence pattern and continue indefinitely unless an end date is set. Set an end date in Google Calendar before syncing to avoid this.
IMPORTANT
Recurring bookings created in Cobot only sync the first booking in the series to Google Calendar.
External Bookings
If you use External Bookings to let non-members reserve your resources, Google Calendar Sync works alongside it.
When a Google Calendar event changes, the sync updates the corresponding External Booking in Cobot, keeping your availability accurate across both systems.
Identifying Automated Bookings
To make it easy to tell automated bookings apart from manual ones, set up the sync using a dedicated admin account.
Create a separate Gmail account for the integration, using something recognizable like "Google Calendar Autobot."
Add that account as an admin in your Cobot space.
Log in to Cobot as that admin and set up the Google Calendar Sync Add-on.
Any bookings created or updated through the sync then appear in your Activity Feed under that account's name.
Disconnecting the Sync
Go to Add-ons » Google Calendar Sync » Get Started » Stop Syncing. You will have the option to delete all synced bookings. If you leave it unchecked, all bookings remain in your calendar.
Looking for Other Calendar Options?
If you would rather receive one-way reminders without a full two-way sync, Cobot also supports an iCalendar (.ics) feed for both admins and members. You can also sync with Outlook or Liquidspace using Google Calendar as a bridge.
Questions? Reach out to us at support@cobot.me.
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