How does the Google Calendar & Google Meet integration work in Amelia
A customer books a consultation, and the appointment appears in the employee’s Google Calendar automatically. The next morning, the employee drags it to the afternoon; Amelia reschedules the appointment and sends the customer the rescheduled notification, without anyone opening the Amelia back end.
This is two-way sync: Amelia adds appointments and events to Google Calendar, and moving or deleting those entries in Google Calendar updates the booking in Amelia. At the same time, Busy events in Google Calendar block availability in Amelia, preventing double bookings.
When Google Meet is enabled in Features & integrations → Google Calendar & Google Meet → Google Calendar, Amelia also generates Google Meet links for appointments and adds them to both the Google Calendar event and the booking in the back end. You can include the join links in customer and employee notifications using notification placeholders.
Note
The Google Calendar & Google Meet integration is available in the Standard, Pro, and Elite license plans.
How do I enable the Google Calendar & Google Meet integration?
To enable the integration, go to Amelia → Features & integrations → Integrations and activate Google Calendar. Then click Set up to open the Google settings screen and switch to the General tab to establish the main connection. This connection must be created by an Administrator, since only admins have access to the Features & integrations section.
Employees will see the Google Calendar integration in their Integrations tab, but they can’t connect their calendars until the admin establishes the main connection. Once the admin connects a Google account, they can link employees to any calendars that account has access to, and employees won’t be able to override that connection.
If the admin doesn’t assign calendars to employees, employees can connect their own calendars through their Employee panel, or through their WordPress account if their WordPress user is linked with their Amelia employee profile. If the admin connects a company Google account and wants to assign calendars centrally, that account must contain a separate calendar for each employee; in this setup, employees can’t connect their own personal calendars.
What does this integration actually do?
The integration connects Amelia’s bookings with each employee’s Google Calendar, so employees can manage their day where they already work while Amelia stays accurate for customers.
- Adds Amelia bookings to Google Calendar; new appointments and events appear automatically in one selected calendar per employee.
- Syncs changes back to Amelia; moving or deleting an Amelia entry in Google Calendar updates the booking in Amelia and sends the matching notifications.
- Blocks time slots; Busy events from up to 6 selected calendars remove those times from availability in Amelia.
- Generates Google Meet links; when online meetings are enabled for a service, each appointment gets a unique Google Meet link.
Amelia remains the source of truth for bookings, customers, and payments, while Google Calendar becomes a second place where employees can reschedule or reject those bookings.
Note
How does two-way sync work with Google Calendar?
Two-way sync applies to the entries Amelia created in the employee’s selected calendar. Amelia pushes new and updated bookings to Google Calendar, and when an employee moves, resizes, or deletes one of those entries, Amelia applies the change to the booking. Entries created directly in Google Calendar never become Amelia bookings; they only block availability if that option is enabled.
Two-way sync works with both the Sign in with Google method and the advanced Google Cloud Console setup, and there are no additional settings to enable. Learn how appointments and events respond to changes below.
What happens when an appointment is changed in Google Calendar?
Moving an appointment in Google Calendar reschedules it in Amelia to the new date and time, and sends the Rescheduled notifications if they are enabled. Making the entry shorter or longer changes the appointment’s duration in Amelia as well.
Deleting the entry in Google Calendar sets the whole appointment to Rejected. For group appointments, this rejects every customer’s booking in that appointment, and each customer receives the Rejected notification if it is enabled. The time slot then becomes available for booking again.
Please note
Amelia doesn't validate changes made in Google Calendar. An employee can move an appointment to a day off, outside working hours, or onto a time that overlaps another appointment, and Amelia will accept it. Make sure employees check their availability before moving appointments in Google Calendar.
Employee permissions don't apply to these changes either; employees who can't reschedule or reject appointments in Amelia can still do it by moving or deleting the entry in Google Calendar.
What happens when an Amelia event is changed in Google Calendar?
Moving an Amelia event in Google Calendar reschedules the event in Amelia, and sends the Rescheduled notifications if they are enabled. Deleting an Amelia event in Google Calendar doesn’t change the event in Amelia; it isn’t rejected or canceled, and its bookings stay as they are. To cancel an event, cancel it in Amelia, which also removes it from Google Calendar.
What do I need to do after updating Amelia to version 9.9?
If Google Calendar was connected before you updated to Amelia 9.9, disconnect every connection and connect it again to start two-way sync, including the main account in the integration settings and each employee’s calendar. Until you reconnect, changes made in Google Calendar aren’t applied back in Amelia.
Employees can reconnect from their Employee panel, and admins can do it from the employee’s Integrations tab or from the Google Calendar integration settings, depending on how the calendar was connected. Employees connected after the update don’t need to do anything.
For step-by-step instructions, refer to the employee Google Calendar connection documentation.
Why aren't changes from Google Calendar showing in Amelia?
If moving or deleting entries in Google Calendar no longer updates bookings in Amelia, the sync channel between Google Calendar and your website has most likely expired. Amelia keeps this channel open through WP Cron, which runs only when your website receives visits.
On websites with little traffic or no recent bookings, the channel can stop refreshing and disconnect. To fix it, disconnect the employee’s Google Calendar and connect it again, which opens a new channel. If the employee was connected before Amelia 9.9, reconnecting is also required, as explained in the section above.
Does the integration sync old appointments?
No. The integration doesn’t sync appointments that existed before the connection was created.
To add a past booking to Google Calendar, open the appointment in Amelia → Bookings and click Update without changing anything; Amelia then creates the matching entry in Google Calendar.
What should I know before I start?
Keep these points in mind before setting up the integration:
- Two connection methods are available; Sign in with Google is recommended for most users and needs no Google Cloud Console setup, while the advanced setup is for organizations that need custom OAuth credentials or branded permissions.
- Localhost is supported only with Sign in with Google, and only for one-way sync; changes made in Google Calendar aren’t applied back in Amelia on localhost.
- Any Google account works, including personal Gmail and Google Workspace accounts.
- Connection limits; employees can connect up to 6 Google accounts, choose 1 calendar where Amelia creates entries, and select up to 6 calendars for checking Busy events. Calendars assigned by an admin link each employee to one calendar only.
- Busy vs. Free; only events marked as Busy block availability in Amelia, and Google events created outside Amelia never appear in Amelia.
- Canceling in Amelia removes the entry from Google Calendar.
- Time zones can differ; Amelia follows WordPress and employee time zones, while Google uses the account’s time zone.
- Security; Amelia requests read and write access to calendar events only and works only with the calendars that were connected. It doesn’t access email contents, Drive files, or contacts.