# Google Calendar

Two-way calendar sync between Demodesk and Google Calendar for scheduling, availability management, meeting import, and automatic preparation workflow triggers.

## When to Use This Connection

Use this connection when the user:
- Wants meetings scheduled via Demodesk to appear on their Google Calendar
- Needs external Google Calendar events imported into Demodesk for AI meeting prep
- Wants real-time availability sync to prevent double-booking across platforms
- Needs to configure which calendars sync and what import rules apply
- Wants upcoming calendar events to trigger Demodesk meeting preparation workflows

## What This Connection Does

Guide the user to Settings > Integrations > Google Calendar in Demodesk at `https://demodesk.com/manage/settings/integrations/google-calendar`. Click "Connect Google Calendar" to start the Google OAuth 2.0 flow. The user signs in with their Google account and grants Demodesk permission to read and write calendar events. The required Google OAuth scopes are calendar read/write access — Demodesk does not request access to Gmail or other Google services.

After authorization, configure the integration:

**Calendar Selection**: Users with multiple Google Calendars (personal, work, shared team calendars) choose which calendars to sync. In the "Calendars" tab, each connected calendar is listed with a toggle. Enable sync for the calendars that contain external meetings. Typically, this is the user's primary work calendar. Disable sync for personal or internal-only calendars to avoid importing irrelevant events.

**Import Rules**: Configure which Google Calendar events are imported into Demodesk. Options include:
- **All events with external attendees**: Imports any event where at least one attendee has an email domain different from the user's organization. This is the recommended default.
- **All events**: Imports everything, including internal meetings.
- **Events matching a filter**: Import only events with specific keywords in the title or description (e.g., "demo," "discovery," "sales call").

Imported events appear in Demodesk's meeting list with attendee details, allowing AI meeting preparation to start automatically.

**Meeting Preparation Triggers**: When a calendar event is imported, Demodesk can automatically trigger a preparation workflow. Configure this in "Prep Triggers." Options include: generate a meeting brief with attendee research, pull CRM data for the contact, and prepare talking points based on the deal stage. Triggers fire a configurable number of hours before the meeting (default: 2 hours).

**Demodesk-to-Calendar Sync**: When meetings are scheduled through Demodesk's scheduling links or dashboard, a Google Calendar event is created automatically. The event includes: meeting title, video conferencing link, agenda if available, and any attached preparation materials in the description. The event respects the user's calendar time zone.

**Availability Checking**: Demodesk reads free/busy data from connected Google Calendars in real time. When prospects use scheduling links, only available time slots are shown. This prevents double-booking across Demodesk-scheduled and externally-scheduled meetings.

**Multi-Calendar Support**: Users with multiple Google accounts (e.g., a personal Gmail and a Google Workspace account) can connect each separately. Each connected account's calendars are managed independently.

Anti-Pattern: "Sync All Calendars Including Personal"
Syncing personal calendars imports irrelevant events (dentist appointments, kids' soccer games) into Demodesk's meeting list, cluttering the view and potentially triggering meeting prep workflows for non-sales events. Only sync work calendars that contain external meetings.

Anti-Pattern: "Skip Import Rules"
Importing all events without filtering imports internal standups, 1:1s, and team meetings into Demodesk. This creates noise and wastes AI preparation resources on meetings that don't need prospect research. Use the "external attendees only" rule as a starting point.

## Data Sync

| Entity | Direction | Details |
|--------|-----------|---------|
| Calendar Events | ↔ Bi-directional | External events imported to Demodesk; Demodesk meetings created as calendar events |
| Availability | ← Google Calendar to Demodesk | Free/busy data read in real time for scheduling link availability |
| Attendees | ↔ Bi-directional | Attendee lists sync both ways; used for contact matching |
| Meeting Links | → Demodesk to Google Calendar | Video conferencing and Demodesk meeting links added to calendar events |
| Event Descriptions | → Demodesk to Google Calendar | Agendas and prep materials added to calendar event descriptions |

Sync is real-time and bi-directional for events. Availability is read-only from Google Calendar.

## Example Prompts

- "Connect my Google Calendar to Demodesk"
- "Only import calendar events that have external attendees"
- "Set up automatic meeting prep to trigger 3 hours before every external meeting"
- "I'm getting double-booked — help me check my calendar sync settings"