How to Set Up Calendar Synchronization with Google Calendar

Activate live synchronization of your bookings and meeting rooms between desk.ly and Google Calendar.

Activation

Before getting started, you need desk.ly Enterprise Plus licenses. Please contact your personal desk.ly representative or our support team for assistance.

Your desk.ly representative will also help you enable this feature for your account, allowing you to connect with Google Calendar.

Preparation by a Google Workspace Administrator

In the following step, a Google Workspace administrator must log into the Google Admin Console and grant the necessary permissions for a successful system link:

1. Navigate to "Security" -> "Access and Data Control" -> "API Controls".
2. Select "Domain-wide Delegation" -> "Manage Domain-wide Delegation".
3. Choose "Add new" and enter the following information (the current information can always be found in the desk.ly backend):
   1. Client ID: 107174844250031220447
   2. OAuth Scopes: https://www.googleapis.com/auth/calendar.events,https://www.googleapis.com/auth/admin.directory.resource.calendar.readonly
4. Click on "Authorize".

Initial Setup

1. Go to the "Calendar Synchronization" page in desk.ly Administration.
2. Start the setup process by clicking the "Connect Google Calendar" button.
3. All the installation information will be displayed again. If it has already been set up for your company, simply click on Connect.
4. You will be asked to grant the necessary permissions and then be redirected back to the desk.ly Admin Backend.

Configuration

After successfully establishing the synchronization, you can make the following settings on the Calendar Synchronization page:

Enable synchronization of seat bookings and zone bookings:

When this synchronization is enabled, all bookings with the "Add to calendar" option activated will automatically be transferred to the user's personal calendar.

If the booking is deleted in desk.ly, the corresponding event in Google Calendar will also be removed.

If the event is deleted in Google Calendar, the desk.ly booking remains intact, giving the user a chance to manage their calendar without losing their intended booking.

Enable synchronization of meeting rooms:

Meeting room synchronization can be activated separately. It allows meeting room bookings to be added to the personal calendar of the booker and automatically reserves the meeting room in Google Calendar.

First, you need to link the relevant Google Calendar resource (meeting room) to the meeting room in desk.ly. This can be done in the "Plans" section by creating a new meeting room or editing an existing one. Select the name of the Google Calendar meeting room resource in the "Linked calendar resource" field.
desk.ly will then automatically synchronize all existing (future) events from Google Calendar once and create matching bookings for the meeting organizer.

From now on, meeting room bookings from desk.ly will appear as events in the meeting room's Google Calendar, and vice versa, creating corresponding bookings in desk.ly for new events in the meeting room's Google Calendar.

Note: A booking in desk.ly is only possible if the room is available in Google Calendar at the desired time.

Deleting the Connection

If you no longer need the connection between Google Calendar and desk.ly, you can delete it at any time. This will unlink all connections and remove imported Google Calendar bookings from desk.ly. However, desk.ly will not delete any bookings in Google Calendar.

Re-establishing the synchronization is possible at any time following the steps above.