After the Google Calendar app is installed and authorized, BoldDesk can sync your Activities to Google Calendar so you can manage scheduling without leaving your helpdesk. In this guide, you’ll learn how to create calendar events by creating a Task activity with an assignee and due date, then update event details (such as subject, description, due date, or assignee), cancel events, and delete them when no longer needed. You’ll also see how event timing and reminders work, what can prevent syncing, and a practical workaround for using a shared team calendar with Google Calendar integration.

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.

   

• After creating an activity in BoldDesk, the Activity Details page will appear as shown below.

  

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

  
  
  

Updating Calendar Events From BoldDesk

Changes made to a synchronized Activity Task are automatically reflected in Google Calendar.
You can update the following fields:

• Subject
• Description
• Due Date
• Assignee

To update an event:

1. Open the Activity Task.

2. Modify the required fields.

3. Save the changes.
   

   
   
   

If the assignee is changed, ensure that the new assignee has:

• Authorized the Google Calendar app.
• Enabled the calendar integration in their Personal Settings.

Cancelling Google Calendar Events

To cancel a synchronized event:

1. Open the Activity Task.

2. Change the Status to Cancelled.

3. Save the activity.
   

   
   
   

The cancellation will be reflected in Google Calendar.

Deleting Google Calendar Events

Deleting a synchronized Activity Task in BoldDesk automatically removes the corresponding event from Google Calendar.
To delete an event:

1. Open the Activity Task.

2. Click Delete.

3. Confirm the deletion.
   

   
   
   

The associated Google Calendar event is removed automatically.

Event Timing and Reminders

When an Activity Task is synchronized with Google Calendar:

• The event start time is automatically set to 15 minutes before the task’s Due Date.
• Google Calendar sends a reminder 15 minutes before the event starts.

Example

If a task is due at 10:00 AM:

• Event Start Time: 9:45 AM
• Reminder Time: 9:30 AM

This helps ensure that agents receive adequate notice before the task deadline.

Using a Shared Calendar in BoldDesk with Google Calendar Integration

Google Calendar integration synchronizes events to the assigned user’s calendar. If your team requires a centralized calendar, you can use a shared Google Workspace account and share its calendar with team members.

1. Create a Dedicated Shared Calendar Account
   Create a dedicated Google Workspace user account that will own the shared calendar. Learn more on Office 365 Calendar Integration with BoldDesk.
2. Share the Calendar with Team Members

   • 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.

     

Frequently Asked Questions

1. When will BoldDesk activity 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 Google Calendar event in BoldDesk?
   The event start time is automatically set to 15 minutes before the task’s Due Date.

3. When will reminders within the Google Calendar event in BoldDesk appear?
   Google Calendar reminders are triggered 15 minutes before the event’s start time.

4. What happens if I update an Activity in BoldDesk 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.

5. What happens if I change the assignee of a task?
   The event is removed from the previous assignee’s calendar and created in the new assignee’s calendar, provided the new assignee has authorized and enabled Google Calendar synchronization.

6. Do Activity Tasks created from tickets and contacts synchronize to Google Calendar?
   Yes. Activity Tasks created from tickets, contacts, or the global Create menu can synchronize to Google Calendar when all synchronization requirements are satisfied.