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Google Calendar synchronization requires Flashquotes Plus or Pro.
Automatically sync your Flashquotes booked events to Google Calendar to maintain a unified view of your schedule.

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What gets synced

Event details:
  • Event name and description
  • Shift start and end time
  • Event start and end time
  • Event location/venue address
  • Links back to Flashquotes event details and brief
Benefits:
  • See Flashquotes events in Google Calendar
  • Automatic updates when you change events
  • Share availability with team members by inviting them to the GCal event
  • Avoid double-booking with personal events

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Enable calendar sync

1

Upgrade to Plus

Ensure your account has an active Flashquotes Plus or Pro subscription
2

Connect Google Calendar access

If your Google account isn’t already connected with Calendar permissions:
  1. Go to Settings > Integrations
  2. Click “Reconnect” next to an existing account
  3. Grant the additional permissions
3

Configure calendar sync per location

  1. In Settings > Integrations, click “Configure” next to Google
  2. For each location, select which Google account should receive calendar events
  3. Choose which specific calendar events sync to (or use Primary calendar)
  4. Choose “None” if you don’t want calendar sync for a location
4

Events sync automatically

All future booked events will automatically create events in your selected Google Calendar

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Choose a specific calendar

After selecting a calendar sync account, choose which calendar receives events.
  1. Go to Settings > Integrations > Configure Google
  2. Find the location with calendar sync enabled
  3. Click the Calendar dropdown (appears after selecting sync account)
  4. Select a calendar or use Primary calendar (default)
What happens next: Events migrate to the new calendar. Events are removed from the old calendar and created in the new one. Migration takes a few minutes. Calendar options:
  • Primary calendar: Your main Google Calendar
  • Other calendars: Any calendar you own or manage
You can create and sync to a dedicated “Booked events” calendar which can have it’s own color and be shared with your team.

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Auto-invite staff to calendar events

This feature requires Flashquotes Pro.
When you assign staff to an event, they automatically get a Google Calendar invite. Staff can see event details and timing in their own calendar. Requirements:

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Turn on auto-invites

  1. Go to Settings > Integrations > Google
  2. Find “Auto-invite assigned staff to calendar events”
  3. Toggle it on
  4. Confirm in the popup
What happens next: When you assign staff to an event, they’ll receive a calendar invite at their email address. If you remove them from the event, the invite gets cancelled automatically.

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Turn off auto-invites

Toggle the setting off. Staff will stop receiving automatic calendar invites for new assignments. Existing calendar events won’t be affected. Common issues:
  • Staff didn’t get invite: Check their email address in Operations > Staff. They need a valid email configured.
  • Some staff got invites, others didn’t: Only staff with valid email addresses receive invites. Invalid emails are filtered out automatically.
  • Setting won’t toggle on: This feature requires a Pro plan.

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Choose service time or shift time

Control whether calendar events show just customer-facing service hours or your full commitment including setup and breakdown. Where to configure:
  1. Go to Settings > Locations
  2. Edit a location
  3. Find “Calendar sync timing” setting
  4. Choose Service Time or Shift Time
Service Time:
  • Syncs only the hours customers see you working
  • Example: 2:00 PM - 4:00 PM (customer event window)
  • Use when you want calendar to show only billable hours
Shift Time (default):
  • Syncs your full commitment including setup/breakdown
  • Example: 1:00 PM - 5:00 PM (with 1hr setup and 1hr breakdown)
  • Use when you need to block your entire schedule
What happens next: Future events sync with your selected timing. Existing calendar events update within a few minutes.
Most users prefer Shift Time to accurately block their full schedule and prevent double-booking during setup/breakdown.

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How calendar sync works

Events are created when:
  • A quote is booked by your customer
  • You create a manual booking in Flashquotes
  • You copy a booking with events
Events are updated when:
  • You change booking details (date, time, location)
  • Event name or description changes
  • Shift times change
Events are deleted when:
  • You cancel or delete a booking in Flashquotes
  • You disconnect a Google account that was syncing to calendar
  • You change which Google account syncs calendar for a location
Event details included:
  • Title: Event name
  • Time: Shift start/end
  • Location: Event venue address
  • Description: Event details and link to Flashquotes
  • Source: Shows “Flashquotes” as the event source

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View sync status and trigger manual sync

You can check calendar sync status and manually trigger syncs directly from Flashquotes. Where to find sync status:
  • The Google Calendar icon in the event logistics and calendar event details conveys the status
  • If the event is synced, the icon will be solid and will display the sync date on hover
  • If the event is not synced, the icon will be transparent and you can click on it to trigger a manual sync
Calendar sync status indicators
If an event shows “Failed” status, try the manual sync button before reconnecting your entire Google account.

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Manage calendar sync

Change which calendar receives events:
  1. Go to Settings > Integrations > Configure Google
  2. Select a different Google account for a location
  3. Flashquotes will:
    • Remove future events from the old calendar
    • Create events in the new calendar for all future bookings
Disable calendar sync for a location:
  1. Go to Settings > Integrations > Configure Google
  2. Select “None” for the location
  3. All future events will be removed from Google Calendar for that location
Disconnect Google Calendar:
  • When you disconnect a Google account, all future calendar events created by Flashquotes are removed
  • Past events remain in your calendar but won’t receive further updates
Changing calendar sync settings affects all future events for that location. Review which locations use which Google accounts regularly.

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Best practices

  1. Configure calendar per company location - Link calendars to company locations appropriately
  2. Don’t manually edit synced events - Changes in Google Calendar won’t sync back; edit in Flashquotes
  3. Review sync settings regularly - Ensure the right accounts sync to the right locations
  4. Use one calendar per business unit - Keep different services or locations in separate calendars if needed

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Troubleshooting

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Calendar events not syncing

  • Confirm you have an active Plus or Pro subscription
  • Verify “Calendar Sync” permission is granted
  • Check that calendar sync is configured for the location in Settings > Integrations > Configure
  • Ensure this is a booked event (quotes don’t sync)
  • Try reconnecting your Google account

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Events not updating

  • Verify your Google account is still connected
  • Check that you’re editing the booking in Flashquotes (not in Google Calendar)
  • Allow a few minutes for updates to sync
  • Reconnect your account if issues persist

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Events appearing in wrong calendar

  • Check location calendar configuration in Settings > Integrations > Configure
  • Update the Google account selection for that location
  • Events will migrate to the correct calendar

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Events disappeared

  • Check if your Google account was disconnected
  • Verify calendar sync is still configured for the location
  • Reconnect your account to resume syncing

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Next steps