Calendar Sync Option

Introduction

Gymini offers various calendar sync options to facilitate the seamless integration of your Google Calendar with the Gymini platform. This guide will help you understand the different sync options and how to use them effectively.

For Group Calendar

We updated so that the sync option will be found in the Settings->Profile page after you integrate the Google account. You will need to log in as the user and go to the Settings -> Integrations page to connect with the Google account. After that is done, you can connect to the Google account under the Profile tab in the Calendar Configuration section.

For the sync option here, it would be the same idea as what we had before. Allow contact creation means that we will create a contact + appointment in Gymini for the guests we found in the Google events. If you don't want us to create a contact, you can choose "Select Default Calendar" and click save. After you select the default calendar, the Allow Trigger option would show up and that means if you want the appointment triggers or Customer booked appointment trigger to fire for the contact we created to add the lead to the appointment reminder campaigns.

For unassigned calendar

All HL appointments will still push to the linked Google calendar no matter what the sync option is.

The behaviour for two-way sync and disable trigger would pull the guests in the Google events and add them to Gymini.

One-Way Sync

All events from Google calendar will be shown as grey. It will not add whoever is invited in the Google event to Gymini. But will still sync the Appointments from HL to the Google calendar and block the timeslot pulled from Google.

Smart sync would pull the guests in the Google events and add them to Gymini if we found that they are already a lead with the same email in Gymini.

Two-Way Sync

The two-way sync option ensures that events created in your Google Calendar are reflected in Gymini and vice versa. Here's how it works:

• Creating an Event with a Guest: When you create an event in Google Calendar and add a guest, that guest is automatically added to Gymini as a lead, and an appointment is created for them.

• Existing Contacts: If the guest's email matches an existing contact in Gymini, the system will create an appointment for that contact, pulling in all known information about them.

Smart Sync

Smart Sync is designed to intelligently manage calendar events based on whether the guest's email is already registered in Gymini:

• Existing Contacts: If a guest's email is already registered in Gymini, an appointment is created for them, and they are added to the appointment reminder campaign.

• Non-existing Contacts: If the guest's email is not found in Gymini, the time slot is blocked in your calendar, but no appointment is created in Gymini.

When an event is created in Google calendar but the contacts associated with the event were not found to be already existing in Gymini as contacts, Gymini will not add them as contacts but will block the time off in your Gymini calendar (event color will be gray).

Alternatively, when an event is created in Google calendar and the contacts associated with the event were found as existing contacts in Gymini, Gymini will color code the event and fire off any triggers associated with the calendar.

One-Way Sync

With the one-way sync option, all events from your Google Calendar are synced to Gymini, but guests are not added to Gymini:

• Blocking Time Slots: Time slots with events are blocked in Gymini to prevent double booking, but no new contacts or appointments are created in Gymini.

• Event Colors: Events synced through one-way sync appear gray in Gymini, indicating that they are non-editable.

Disabled Trigger Sync

This option allows events to be synced from Google Calendar to Gymini without triggering any associated actions in Gymini:

• Creating Events: When you create an event in Google Calendar, it appears in Gymini, but no triggers associated with Gymini calendars are activated.

• No Automatic Actions: Even if you have triggers set up in Gymini, they will not be activated for events synced using the disabled trigger option.

General Points to Note

• Event Colors: Different colors indicate different statuses of events in Gymini. For instance, blue indicates a booked appointment with a busy status.

• Appointment Details: When you click on an appointment in Gymini, you can view details such as the guest's email. If the email matches a known contact, more details are displayed.

• Sync with Booking Links: Regardless of the sync option chosen, appointments booked using Gymini booking links will always be synced back to your Google Calendar.

Conclusion

Understanding the various calendar sync options in Gymini helps in optimizing your calendar management process, ensuring a smooth and efficient workflow. Remember to choose the sync option that best suits your needs, and always test different settings to find the most effective setup for your operations.