Hi - I am dietitian working for multiple telehealth platforms. Two of the telehealth platforms integrate their calendar with my primary google account, while the third telehealth platform required I create a new google account/email. Now, I have two google calendars which both house my appointments. I NEED to make these two calendars talk to avoid being double booked. I have been manually copying booked events once a week, but I”m still getting double booked fairly often if pt’s book far out. I created 4 zaps, but I’m creating a problem and I don’t know my way out of the hole. First zap is to automatically add an event to calendar 2 when one is added to calendar 1. This works in theory, but for some reason the time is off on the 2nd calendar. (1. Gcal (of calendar 1)- New Event → 2. Gcal (of calendar 2) Quick Add Event (**OR should I be using “Create Detailed Event”) I only need the time and busy status to be accurate, no other details need to be included. Second zap is to create the same action but in the reverse (and I think this is creating an issue where at times I’m creating a loop where the item repeats endlessly being added back and forth). I need to be able to have new events that are added to calendar 2 automatically create an event on calendar 1. (1. Gcal (of calendar 2)- New Event → 2. Gcal (of calendar 1) Quick Add Event My third zap attempt / idea was to update calendar 2 automatically when an event on calendar 1 was cancelled. I’ve tried this two ways, neither of them seems to be working as well as I’d hoped (1. Gcal (of calendar 1) - Event Ended OR Event cancelled → 1. Gcal (of calendar 2) Delete EventWhat am I missing that is making this not work smoothly?

Zaps for Google Calendar to avoid getting double booked

Hi - I am dietitian working for multiple telehealth platforms. Two of the telehealth platforms integrate their calendar with my primary google account, while the third telehealth platform required I create a new google account/email. Now, I have two google calendars which both house my appointments. I NEED to make these two calendars talk to avoid being double booked. I have been manually copying booked events once a week, but I”m still getting double booked fairly often if pt’s book far out. I created 4 zaps, but I’m creating a problem and I don’t know my way out of the hole.

First zap is to automatically add an event to calendar 2 when one is added to calendar 1. This works in theory, but for some reason the time is off on the 2nd calendar. (1. Gcal (of calendar 1)- New Event → 2. Gcal (of calendar 2) Quick Add Event (**OR should I be using “Create Detailed Event”) I only need the time and busy status to be accurate, no other details need to be included.
Second zap is to create the same action but in the reverse (and I think this is creating an issue where at times I’m creating a loop where the item repeats endlessly being added back and forth). I need to be able to have new events that are added to calendar 2 automatically create an event on calendar 1. (1. Gcal (of calendar 2)- New Event → 2. Gcal (of calendar 1) Quick Add Event
My third zap attempt / idea was to update calendar 2 automatically when an event on calendar 1 was cancelled. I’ve tried this two ways, neither of them seems to be working as well as I’d hoped (1. Gcal (of calendar 1) - Event Ended OR Event cancelled → 1. Gcal (of calendar 2) Delete Event

What am I missing that is making this not work smoothly?

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Hi @newbienontechkristin

Have you tried adding a calendar in GCal settings so it syncs when you subscribe to it?

https://support.google.com/calendar/answer/37100?hl=en&co=GENIE.Platform%3DDesktop

Hi @newbienontechkristin

Have you tried adding a calendar in GCal settings so it syncs when you subscribe to it?

https://support.google.com/calendar/answer/37100?hl=en&co=GENIE.Platform%3DDesktop

I wish this would work, but I’m not doing the initial appointment scheduling. The subscription feeds I’ve set up (from what I’ve been able to do with the restrictions one of the companies puts on their calendar management) only allows me to VIEW the multiple calendars.

Because the scheduling is being done by the telehealth companies on THEIR calendar I need to have an actual appt on MY base calendar to create a block on both of the telehealth company’s calendars.

the only way I have been able to manage it is by copy’ing each appt manually which is not sustainable.

@newbienontechkristin

You need to be careful not to create an infinite loop with the Zaps, where each Zap triggers another Zap that repeats until you run out to Tasks: https://help.zapier.com/hc/en-us/articles/8496232045453-Zap-is-stuck-in-a-loop

@newbienontechkristin

Maybe look into using an Zapier Agent: https://zapier.com/agents

@newbienontechkristin

Yeah, I believe I did that, so I’ve deleted what I set up as things were going sideways.

I’m now trying to use starred email from one account to generate a zap quick event addition onto the second accounts calendar and then vice versa. I’m trying out the “agent” as a way to remove cancelled appointments based on emails from account one to the calendar on account 2.

Thanks Troy I hadn’t thought of subscribing to the calendar directly through Google Calendar settings I’ll definitely give that a try and see if it helps avoid the Zap loop I’ve been running into I really appreciate the link and quick response fingers crossed this resolves the double booking issue.

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Hi @alexanderjames,

Just keep us posted so we can assist you further if needed. Thank you.

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