Connecting Google Calendar to BookX helps you manage availability, bookings, emails, and Google Meet links more efficiently. Whether you sync the primary store account or individual team member accounts, BookX ensures that appointments are added to the correct calendars, availability is updated automatically, and notifications are sent from the right email address.
This guide explains how to sync Google Calendar for both team members and the primary account, how email and Google Meet rules work when both are connected, and what to expect when using advanced options such as availability sync and override settings.
How to sync your team member’s account to Google Calendar
1. On the BookX app, go to Teams and select a team member.
Note: If you want to add a new team member, read this article on how to create a team member
2. Scroll down to the Google Calendar section and click on the Connect Google button.
3. Select the account you want to sync with BookX.
4. Click “Continue and allow BookX to access your Google Calendar.
5. Enable “Add Google Meet link with Google Calendar event” if you want to add the Meet link to the Google Calendar and the confirmation email sent to customers.
6. Enable “Sync Google Calendar to Manage Appointment Availability” to automatically block out time slots based on your Google Calendar events.
7. Enable “Send emails via Gmail” if you want to send email notification from the team members email address.
8. Select the preferred calendar to add your booking events.
9. Click “Save” to complete the changes.
How to sync your store’s primary account to Google Calendar
1. On the BookX app, go to Settings > click Edit on Integration > Google.
2. Click on the Connect Google button.
3. Select the account you want to sync with BookX.
4. Click “Continue and allow BookX to access your Google Calendar.
5. Enable “Add Google Meet link with Google Calendar event” if you want to add the Meet link to the Google Calendar and the confirmation email sent to customers.
6. Enable “Sync Google Calendar to Manage Appointment Availability” to automatically block out time slots based on your Google Calendar events.
7. Enable “Send email notification to customer about booking-related activities” if you want to send email notification from the primary email address.
8. Choose your preferred Google Calendar sync method:
- Consolidate all events into a single calendar: All booking will be synced to one calendar.
- Link each service to its own calendar: Each service will sync to its own calendar.
Note: You can create separate calendars for each service and add them to your service from the Availability Settings section.
9. Select the preferred calendar to add your booking events.
10. Click “Save” to complete the changes.
What happens when team member and primary account is synced together
Email notifications conditions
If email notifications are enabled for both, the sender depends on the calendar chosen in service availability settings:
- Primary account calendar → emails sent from primary email address
- Team member calendar → emails sent from team member email address
Note: To change this settings, go to Services > Select the service > Availability Settings > Select Google Calendar > Primary or Team Member.
Google Meet link conditions
Google Meet Enabled For | Email Notifications Enabled For | Will the Meet Link Be Sent? | Which Link Is Sent? |
Team Member | Team Member | ✔ Yes | Team Member Meet Link |
Team Member | Primary Account | ✔ Yes | Team Member Meet Link |
Primary Account | Primary Account | ✔ Yes | Primary Account Meet Link |
Primary Account | Team Member | ✖ No | No Meet link sent |
Availability
If the “Sync Google Calendar Availability” is enabled on both primary account and team member account, the availability will be taken based on the calendar selected in the service Availability Settings.
- Primary account calendar → availability based on primary Google Calendar
- Team member calendar → availability based on team member Google Calendar
Availability cannot be based on both Google Calendar combined.
Override option (Primary Account Settings)
With Override enabled, the primary account becomes the only sender of emails regardless of team member or availability settings.
This means:
- Even if email notifications are enabled only for a team member, they will still be sent from the primary email.
- This will also override the preference in the Availability Settings and send the email notifications from the primary email.
Additional notes
- Booking confirmations, reschedules, and cancellations can be sent either to the primary or to the respective team member’s email address.
- A booking can sync to only one calendar at a time, either the primary calendar or a team member’s calendar.
- Availability can be based on either the primary calendar or a team member’s calendar but not both together.
- You can choose whether bookings display on the primary calendar or a team member’s calendar or both calendars.
- If only some team members are synced with Google Calendar:
- Synced members will use their own email and Meet settings.
- For unsynced members, notifications will be sent from the primary account.
- If the primary email is also disabled, notifications will be sent from a no-reply email (logbase.io).
If you need further help with syncing Google Accounts for team members, please contact our customer support.