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Google Calendar Sync-Classic

This feature allows you to sync with your Workamajig Calendar with your Google Calendar.

NOTES:

  • Keep in mind that you will want to establish one-to-one sync with Calendars. So if you have one personal calendar in Google, then you will sync that with your personal Default Calendar in Workamajig.
  • You must be using version 10.5.8.5 or greater if you have Workamajig installed on your server to use this feature.
  • If you use the Workamajig AIR application, please use a web browser for the setup process. Then once authenticated and syncing, you can go back to using the AIR app.
  • If you are running on your own Workamajig server instead of one of our hosted servers you will need to have your website added to our Google setup.  Send a request to support with the subject "New Google Authorization URI" along with your web address / URL asking to add it to the Google CalDAV authorization setup.

Contents

Before You Start

Steps To Syncing Your Personal Calendar

Troubleshooting

Resources

Before You Start

New Users

  • Plan on syncing your calendars in a 1 to 1 environment. What this means is that if you maintain multiple Google calendars (personal and/or public), then you will need the same amount of calendars on the Workamajig side to sync them with.
  • You can only maintain the sync of calendars that you have edit rights to on both sides.
  • Google sync records meeting using UTC, the time zone is then converted based on your application.
  • While meetings created/edited in Workamajig are pushed to Google immediately, keep in mind that Google pushes out changes made on their side about every 5 minutes.

Existing Users

  • Plan in syncing calendars 1 to 1. What this means is that if you maintain multiple calendars (personal or public), then you will need the same amount of calendars on the other side to sync with.
  • You can only maintain the sync of calendars that you have edit rights to on both sides.
  • If you host Workamajig on a server you maintain, then you will NEED to be using update 10.5.8.5 or greater in order to sync with Google Calendar.
  • If you were syncing with Google calendar prior the November 2014 change, then we recommended you create either a new Google Calendar or new Workamajig Personal Calendar to sync with as your Master.
  • The new Google sync records meeting using UTC, the time zone is then converted based on your application.
  • While meetings created/edited in Workamajig are pushed to Google immediately, keep in mind that the service to pull information from Google is triggered to run every 5 minutes.

Steps To Syncing Your Personal Calendar

These steps cover the process of syncing your Google Personal Calendar with your Workamajig Default Calendar.

  • It's best to use one browser to do this process, as it will make things easier when you get to the authenticating steps.
  • Ensure your browser has Pop-Up Blockers disabled during this operation, as it can cause issues when trying to open the Google authorization screens.

Step 1. Login to both accounts in one browser

Using your preferred browser, log in to your Workamajig Account so you can see your Dashboard.

Also within the same browser, open a new tab or window and log in to your Google account.

Step 2. Open your Workamajig Calendar

By default, your Personal Calendar in Workamajig is labeled as Default Calendar.

Step 3. Go to Google Sync Setup

Double-click your Default Calendar to gain access to the Calendar Setup screen.

From here press the button labeled Google Sync Setup.

Step 4. Authorize the sync

From Google Sync Setup, press the button labeled Authorize Workamajig access to your Google calendars.

This will open a new window to confirm that you want to give Workamajig the ability to Manage your Google Calendars.

When you press Accept, a confirmation screen will appear (with Green or Red Text).

  • If its Green Text, then you can close this pop-up window or tab and are free to move on to the next step.

  • If its Red Text, go down the to Troubleshooting section to resolve. Most likely you will need to "Revoke Access" from the Google side and try this step again.

Step 5. Switch to your Google Calendar

Again using the same browser, go to the tab or window with your Google Account open.

In Google, go to the Menu and choose Calendar.

Select the calendar you wish to sync along the left side: 

Click Options

Select Settings and Sharing

From the Calendar Settings, scroll down to Integrate Calendar.

Copy the line under Calendar ID

NOTE: This may appear as your email address or a string of letters and numbers for your domain.

Step 6. Switch back to your the Workamajig tab or window.

If the Google Sync Setup Screen is not already open, then open the Calendar Setup screen for your Default Calendar and press on Google Sync Setup.

Step 7. PASTE your Google Calendar ID into Workamajig's My Calendars.

From the My Calendars tab, your Workamajig Default Calendar will be listed.

Enter your Google Calendar ID in the field provided. NOTE: If you are using the "Paste" function, confirm that no spaces were added to the beginning or end of the calendar ID.

Choose the Sync Direction (To, From or Both).

Click Save.

Click OK from Calendar Setup to view your Workamajig calendar.

Step 8. Verify the sync.

At this point, your calendar meetings in Google will start syncing over to Workamajig and vice versa based on the Sync Direction.

  • The first full sync may take some time as the sync looks back at the past years worth of meetings.

Step 9. Additional Calendars and Support

Simply repeat these steps for each personal calendar you want to sync.

In relation to Public/Group calendars, Google does not have a separate section of "Public Calendars" like that of Workamajig. So make sure that only one user is controlling the sync between the two systems for any of these calendars.

If you have any issues with this overall process, please read over the Troubleshooting section of this guide or email support@workamajig.com for assistance.

Troubleshooting

COMMON ISSUES

  • If you run into issues when trying to authorize, please revoke access on both sides before trying again. Refer to the section below on how to do this.
  • Make sure you copy the Calendar ID exactly as shown in the Google Calendar Setup. Also, ensure there are no trailing (blank) spaces before or after the ID when you paste it into Workamajig.
  • If you notice meetings disappearing or changing, make sure that only you have edit rights to your Google AND Workamajig Calendars.
  • Keep in mind that other unforeseen issues with syncing can occur when you are syncing your Google calendar to other calendar systems or devices outside of Workamajig's control. In this case, you will want to establish which calendar is your "Master" Calendar and then set all syncing as one way from that master calendar.

RECURRING MEETINGS

  • If you find that some recurring meetings are not syncing, this is most likely due to the original recurrence being more than one year ago. In this case, we suggest you cancel the original meeting and recreate it going forward.
  • If you notice the time being off by an hour on a recurring meeting. This is most likely due to when the original meeting was created and how Google has updated their calendar. Again, we suggest you cancel the original meeting and then recreate it going forward.

HOW TO REVOKE WORKAMAJIG ACCESS TO GOOGLE CALENDARS

If you wish to revoke (stop syncing) Workamajig from accessing your Google calendar, then do one of the following:

From Workamajig

  1. Go to the Google Sync Setup screen in Workamajig.
  2. Click on the Authorization tab
  3. Click on "Remove Workamajig access to your Google calendars".
  4. Save.

From Google

  1. Go to: https://security.google.com/settings/security/permissions.
  2. Select Workamajig Sync.
  3. Click Remove.

Resources

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