Connect Google Calendar

Before you start

Calendar sync settings live in your workspace under Settings, Calendar sync (the URL is /w/your-slug/settings/calendar-sync). The Integrations hub also lists Google Calendar under Productivity; its Manage button just redirects to the same Calendar sync settings page.

You need to be a host admin or owner (or a tenant admin) to change calendar settings. The connect/disconnect controls themselves act on your own Google account.

• Where to go: Settings, Calendar sync.
• Who can do it: host owner/admin, or tenant admin.
• What you connect: your personal Google account (you can pair more than one).

Step 1 · Connect your Google account

On the Calendar sync page, find the Google Calendar pairing card and click Connect Google Calendar. If you have already paired an account, the same button reads Pair another account.

You are sent to Google's standard sign-in and consent screen, where you choose which Google account to use and approve LiteHQ's request to manage events on your calendar. LiteHQ requests only the calendar.events scope (the ability to create and update events), plus your email address so the settings page can label which account you paired. It does not request the ability to read or manage your other calendars.

After you approve, Google sends you back to LiteHQ and the paired account appears in the list with an active status. If you cancel on Google's screen or close the window, nothing is connected and you can simply try again.

• Click Connect Google Calendar (or Pair another account).
• Pick the Google account and approve calendar access on Google's screen.
• You land back on the Calendar sync page with the account listed as active.

Step 2 · Choose what syncs

Under Add bookings to my Google Calendar you control which confirmed bookings land on your calendar, with three independent toggles. These are saved per workspace, so set them once and they apply to everything that syncs to your connected account.

The defaults are deliberately conservative: external (guest) bookings and tour bookings sync, member bookings do not, until you turn them on. A cancellation always removes a previously-synced event, regardless of these toggles, so your calendar never holds an event for a booking that no longer exists.

• External (guest) bookings: public / guest bookings sync to your calendar. On by default.
• Internal (member) bookings: bookings made by your members sync. Off by default.
• Tour bookings: tours are added to your calendar and the visitor is invited. On by default.
• Cancellations always remove the matching event, even when the toggle is off.

What an event looks like

For a booking, the event uses the booking title (or the resource name) as the summary, includes the room and address in the description and location, and adds the guest as an attendee. For a tour, the summary names the visitor or their company and the visitor is added as an attendee.

Because the guest or visitor is added as an attendee, Google itself sends the calendar invite. They get a real Accept / Decline card in their inbox, and when a booking or tour is moved or cancelled, Google sends the update or cancellation natively. To avoid sending two invites for the same event, LiteHQ suppresses its own .ics email attachment whenever Google has already invited the guest.

If you have not connected Google Calendar, guests still get a calendar invite: LiteHQ falls back to attaching a standard .ics invitation to the confirmation email, and the booking success page always offers Add to Google Calendar and Add to Outlook links. Connecting Google Calendar is what puts the event on your own calendar and lets Google handle the RSVP.

Backfill on reconnect, and the hourly safety net

Live sync only fires at the moment a booking or tour is confirmed or changed. If your connection happens to be down at that moment, that event would otherwise never reach your calendar. Two mechanisms close that gap.

First, when you connect (or reconnect) a Google account, LiteHQ immediately runs a one-off backfill scoped to your workspace. It walks your confirmed, future bookings and upcoming tours that have not yet synced and adds them to your calendar, so the calendar fills in right after you pair rather than waiting for the next change. This also covers a first-time connect, where existing future bookings would otherwise be missing.

Second, a reconciliation job runs every hour as a safety net. It checks every active connection and adds any future, confirmed bookings and tours that are still missing from the calendar. Both paths are future-only (they never clutter your calendar with past meetings), are idempotent (safe to run repeatedly), and add events to your calendar without re-emailing guests who already booked.

• On connect or reconnect: an immediate, workspace-scoped backfill of future, unsynced bookings and tours.
• Every hour: a reconciliation pass that catches anything still missing.
• Both are future-only, idempotent, and do not re-notify guests during backfill.

When a connection lapses, and how to reconnect

Google access can lapse: a token expires or is revoked, or you removed LiteHQ's access from your Google account. When that happens, LiteHQ flags the connection with an error status and stops syncing to it. New bookings and tours will not be added to that calendar until you reconnect.

The Calendar sync page surfaces this clearly. The affected account shows an error badge, and a prominent banner appears reading that calendar sync is paused and that new bookings and tours are not being added to your calendar. Click Reconnect (or Connect Google Calendar again) to re-run the OAuth flow. Reconnecting both restores sync and triggers the immediate backfill, so anything you missed while the connection was down is filled in straight away.

To stop syncing entirely, click Disconnect next to the paired account. Disconnecting removes the pairing; it does not retroactively delete events already on your calendar.

• A lapsed connection shows an error badge plus a paused-sync banner.
• Reconnect re-runs the consent flow and immediately backfills what was missed.
• Disconnect stops future sync but leaves existing events in place.

Frequently asked