This step-by-step guide will help you correctly set up an integration between Connecteam and Google Calendar. By the end of this article, you will be able to create new shifts in Connecteam from Google Calendar events.
Prerequisites:
Google account
Connecteam account with an advanced plan or higher
Useful Links:
Zap template to create a new shift in Connecteam from a new Google Calendar event.
Setting Up Your Google Calendar Event:
To ensure that your Google Calendar events are correctly set up, make sure to include the following information in the event's title and description:
Title: The title (name) of the shift
Description: Additional notes about the shift or other relevant details
Date and Time: Ensure that the start and end times are correctly set in the event.
Step by Step: Setting up the Zap on Zapier:
Before setting up the Zap, create a "dummy" Google Calendar event, as it is needed to configure the new Zap.
Connect to Your Zapier Account and create a new Zap.
Select the Trigger App: Click on the trigger rectangle and select Google Calendar.
Choose Trigger Event: In the Setup tab, choose your relevant Google account and select New Event as the trigger event. Make sure the correct Calendar settings are in place. When finished, click the Continue button.
Select Your Calendar: Choose the relevant calendar from the list where your events are located and click on Continue.
Test the Trigger: Click on the Test Trigger button. Ensure that you retrieve the details from your dummy calendar event. Click on Continue with the selected record.
Select the Action App: Click on the Action rectangle and search for Connecteam, then select it.
Choose Action Event: Select your Connecteam account, then choose the Create Shift action event, and click Continue.
Configure the New Shift: Under the Configure tab, fill in the relevant fields as follows:
Scheduler: Select the relevant scheduler you want to create the shift on.
Shift Title: Select the event summary from the trigger.
Shift Color: Set the color of the shift if needed (you can set a default if not specified in Google Calendar).
Shift Start: In order to ensure the correct time is reflected in Connecteam, use the following values: 'Start Date Pretty', and 'Start Time Pretty', and then manually add 'GMT' at the end. Make sure to have a space between each block (e.g.,
January 1, 2024 9:00 AM GMT).Shift End: Similarly, to ensure the correct end time is reflected in Connecteam, use the following values: 'End Date Pretty', 'End Time Pretty', and then manually add 'GMT' at the end. Again, make sure to have a space between each block (e.g.,
January 1, 2024 5:00 PM GMT).Timezone: If you wish to create the shift using the timezone defined in the scheduler settings, do not provide any value.
Notes: Select the description field from the event if additional notes are included.
Test the Create Shift Action: Test the Create Shift action. If successful, you will see the new shift created in Connecteam. Name this Zap, then click the Publish button to automate it. If it returns an error, ensure you have followed the steps described above.
Congratulations! You have successfully set up the integration with Zapier. Your Google Calendar events will now automatically create new shifts in Connecteam, streamlining your workflow and enhancing efficiency.
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