How to Sync Google Calendar with BoldDesk: Create, Update, and Manage Events

Once the Google Calendar app is installed and authorized, you can create and manage events directly using BoldDesk.

Creating Calendar Events from BoldDesk

Follow the steps below to create an event:

1. Select the Activity option from the Create navigation panel.
   

   

   (OR) Click Create Activity from the ticket’s Activities tab, as shown below.
   

   

   (OR) Click Create Activity from the Contact’s Activities tab, as shown below.
   

   

2. Set the activity Type to Task.
   

   

3. Add an Assignee and set a Due Date to synchronize the task with the calendar.
   Ensure the new assignee has authorized the calendar app and enabled the toggle in their Personal Settings.
   

   

• After creating an activity in BoldDesk, the following page will appear.
  

  

• The task will be scheduled as an event in the calendar app enabled by the assignee, as illustrated below.

  

Updating Calendar Events from BoldDesk

1. To update an event, change the Due Date or Assignee to reassign it to another user.
   Ensure the new assignee has authorized the calendar app and enabled the toggle in their Personal Settings.

   

2. Modify the event’s subject and description as needed.

3. To cancel the event, change the status to Cancelled.

   

Using a Shared Calendar in BoldDesk with Google Calendar Integration

This is a smart way to centralize scheduling for a team or department. While BoldDesk doesn’t natively support shared calendars in the traditional Google Calendar sense, you can achieve this setup with a few workarounds.

1. Set up a new user in your Google Workspace account to act as the shared calendar.

2. Follow the steps in the Setting up Office 365 Calendar App with BoldDesk to integrate with BoldDesk.

3. Share the calendar with agents

   • In Google Calendar, open the calendar of the dedicated account.

   • Locate it under the My Calendars section on the left panel.

   • Click the three-dot menu (⋮) next to the calendar name.

   • Select Settings and Sharing.

   • Scroll to the Shared with option and select the Share with specific people section to add team members and assign appropriate Permissions.

     

Deleting events from BoldDesk

• Click the Delete button to delete the task in BoldDesk. This removes the event from the Google Calendar.

  

Frequently Asked Questions (FAQs)

1. When will tasks not sync to Google Calendar?
   • Unassigned task: No assignee is selected when creating the task.
   • Assignee authorization: The assignee has not authorized the Google Calendar app in their Personal Settings.
   • Missing due date: A due date is not set when creating the task in BoldDesk.
   • Disabled Toggle: The Enable toggle for the Calendar app is not activated in Personal Settings.
   Ensure all the above conditions are met to successfully sync tasks with your Google Calendar.
2. What determines the start time of the event?
   The start time of the event is set to 15 minutes before the task’s due date.
3. When will reminders appear?
   Reminders will appear 15 minutes before the event’s start time.
4. What happens if I update an Activity after switching the calendar app?
   If you update the Subject, Description, Due date, Status, or Assignee of an Activity after switching the calendar app, the event will be removed from the old calendar and added to the newly enabled calendar with the updated details.