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How to Sync Availability Using a General (Main) Google Calendar

If you manage bookings for multiple team members or clients, you can use a single Main Google Calendar as a central hub to manage availability in WooSender.

Written by John Lagenio

How It Works

Instead of integrating every individual client calendar into WooSender separately, you create a "Hub and Spoke" system:

  1. The Hub: Your Main Google Calendar (integrated into WooSender).

  2. The Spoke: The Client's Google Calendar (shared with the Main Calendar).

Once full access permissions are granted, WooSender reads the consolidated availability through the Main Calendar and writes new bookings seamlessly.

Step 1: Grant Full Access Between Calendars

To allow WooSender to read availability and add appointments, the calendars must be shared with Full Access permissions. For the most reliable two-way sync, share the Main Calendar with the client, and ensure the client's calendar is shared back with the Main account.

A. Share the Main Calendar with the Client

  1. Open Google Calendar using your Main Calendar account.

  2. In the left sidebar, hover over the calendar you want to use for WooSender and click the three dots (⋮) > Settings and sharing.

  3. Scroll down to the Share with specific people or groups section.

  4. Click + Add people and groups.

  5. Enter your client’s Google email address.

  6. Under the Permissions dropdown, select Make changes to events (or Make changes and manage sharing for total administrative access).

  7. Click Send.

    B. Share the Client's Calendar with the Main Account (For Conflict Checking)

    To ensure WooSender does not book over a client's personal dentist appointment or lunch meeting, the Main Calendar must also be able to see their schedule.

    1. Have the client open their personal Google Calendar.

    2. Go to Settings and sharing for their primary calendar.

    3. Under Share with specific people or groups, click + Add people and groups.

    4. Enter the Main Calendar email address.

    5. Set the permission to Make changes to events so the Main Calendar can both read busy times and place events on their personal schedule.

    6. Click Send and accept the invitation via email on the Main account.

    Important Note: If the client only selects "See only free/busy (hide details)", WooSender will be able to block off times to prevent double-booking, but it will not be able to write new WooSender appointments directly onto the client's personal calendar tab. Full access ("Make changes to events") is required.

    Step 2: Integrate the Main Google Calendar into WooSender

    Once the Google Calendar sharing permissions are in place, connect the Main Calendar to WooSender.

    1. Log in to your WooSender dashboard.

    2. Navigate to Settings (gear icon) in the bottom-left corner of the menu.

    3. Select Integrations from the settings menu.

    4. Locate the Google Calendar integration tile and click Connect.

    5. Sign in using the credentials for your Main Google Calendar account.

    6. When prompted by Google, click Allow to grant WooSender permission to view and edit events on your calendars.

    Step 3: Configure Your WooSender Calendar Sync

    Now that the Main Calendar is connected, configure your WooSender Booking Calendar to handle conflict checking and route new appointments properly.

    1. In WooSender, go to Calendars and select the specific booking calendar you want to set up (or click + Create Calendar).

    2. Navigate to the Calendar Sync or Integrations tab within the calendar setup wizard.

    3. Link to Calendar: Select your newly integrated Main Google Calendar from the dropdown list.

    4. Sync Mode: Choose Two-Way Sync.

    5. Check for Conflicts: Select the calendars you want WooSender to check before showing available time slots to leads. Make sure to check the box for the Client's Shared Calendar so their personal busy times are blocked off.

    6. Add Events To: Select where new WooSender bookings should be created. You can choose to push them directly to the Client's Shared Calendar or keep them on the Main Calendar (since they are synced, both parties will see it).

    7. Click Save to apply your changes.

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