Import Google Calendar to Connecteam

Hi ​@Jm Training 

Help links for using GCal and Connecteam in Zaps: 

https://zapier.com/apps/google-calendar/integrations#triggers-and-actions

https://zapier.com/apps/google-calendar/integrations#help

https://zapier.com/apps/connecteam/integrations#triggers-and-actions

Hi ​@Jm Training 👋 Did Troy’s reply help to point you in the right direction? 

If you’re looking to copy over existing events from your Google Calendar to Connecteam you can use the “Transfer data” option to help with that: Transfer existing data using a Zap

Let us know if you were able to get it sorted, or if you could do with some more help!

Worth separating the two halves of this, since they need different setups.

Transfer, as SamB mentioned, is the right tool for the existing calendar. It is a one time backfill of events that are already there.

For anything going forward you want a Zap on Google Calendar's New or Updated Event trigger. The thing that catches people is that it fires again every time an event is edited, so if the action just creates a new Connecteam entry you end up with a duplicate for every change. Store the Google event ID on the Connecteam side, then search on it first and branch between update and create.

Recurring events are the other gotcha. Each instance comes through separately, and editing a single occurrence fires again for just that one, so treat the instance ID rather than the series as your key.

If you only care about upcoming shifts rather than every change, Event Start with a lead time is usually quieter than New or Updated Event.

One more branch to add is cancellation. Store the Google event ID and its updated timestamp on the Connecteam record. On every trigger, search by that ID first; if the Google event status is cancelled, close or remove the matching Connecteam shift instead of creating another one. Only apply an update when the incoming updated timestamp is newer than the one already stored, because Calendar events can arrive out of order. Also pass the source timezone explicitly rather than converting a local time string, especially for recurring events around daylight-saving changes.

If this is meant to stay in sync, design the delete path before importing anything. Create and update are straightforward once the Google event ID is stored on the Connecteam record, but cancellations and deleted recurring instances are what leave stale shifts behind. I would map the Google status field, mark the matching Connecteam item canceled instead of deleting it immediately, and keep the event ID plus original start time as the lookup key. That gives you an audit trail and avoids recreating a canceled shift when the event is edited again.