While similar in their functionality and purpose, Google Calendar and Scoro Calendar are not identical and treat some data differently. This article will describe how the two calendars exchange information once the integration is set up.
You can choose between a two-way sync or a one-way sync. The sync direction choice depends on the purpose of the sync and how your team tends to use the Google Calendar in relation to the Scoro one. You can find use-case-based recommendations here.
- Two-way sync – events are sent over from Scoro to Google and from Google to Scoro. You can add, modify and delete events in either of the applications and Scoro will keep everything in sync. However, to minimize the risk of any sync issues, it is still highly recommended to manage events primarily from one calendar and let the sync take care of the rest.
- One-way sync – this is the perfect option if you manage all your events (adding, modifying, deleting) from a single calendar, either Google or Scoro.
- From Scoro - use this sync direction if you wish to manage your calendar in Scoro.
- To Scoro – use this sync direction if you wish to manage your calendar in Google.
What is synced and when?
Once you enable the integration, all the events start syncing between the two calendars. The calendar information is exchanged every 5 minutes.
|Direction||What is sent over?||What is not sent over?|
|Google to Scoro||
|Scoro to Google||
Participants and guests
Note! In Scoro, participants refer to Scoro users and guests refer to non-Scoro users. In Google, everyone but the owner of the event is called a guest.
From Google / two-way sync:
Participants for the event in Scoro are added based on the attendee's e-mail address in Google. If the attendee's e-mail address matches a Scoro user's e-mail, this user is added as a participant. If there are any domain aliases set up under global settings, Google recognizes and matches those with the correct users as well. Or if the e-mail matches with an inactive Google Calendar integration account, the system will also find and match the Scoro user.
To ensure calendar invites don’t get lost in the spam folder in Google, head to Google Calendar, navigate to Settings > Event settings > Add invitations to my calendar and set the value to From everyone. Otherwise, events may not show up in your Google Calendar and wouldn’t get synced to Scoro either until you respond or confirm you know the sender. Read more about it here.
If user A creates an event for user B in Scoro, and this event is synced to Google, user A will be the owner of the event. The ownership can be changed for the event in Google Calendar:
Notifications about events are important, but you should make sure you get notified only of relevant changes to keep unnecessary noise to a minimum.
In Google Calendar
Google Calendar allows each user to determine what notification they want to get. In your Google Calendar view, open Settings > Settings for my calendars to customize the notifications.
In Scoro Calendar
In Scoro, all users that have permission to modify an event can manually trigger a notification for all participants. Note that the notification is sent out to Scoro users, but not to guests.
If you use the Notify button, all participants receive a notification. If you want to send a notification only to certain participant(s), we recommend simply tagging the users in the comment section under the event to trigger notifications.
Important! Whether guests get notifications about changes that are made on the Scoro side and then synced to Google depends on the guests’ own calendar and notification settings.
Created in Scoro: synced two-ways
Recurring events created in Scoro Calendar are synced from Scoro to Google and vice versa. However, each event in the sequence is added into the Google Calendar as a single event, so there are some limitations to updating the data.
Created in Google Calendar: synced one way
Recurring events created in Google Calendar are currently synced only one way – from Google to Scoro. This means that if you later…
- …modify the event in Google Calendar, changes are synced back to Scoro as well
- …modify the event in Scoro Calendar, changes are not synced back to Google Calendar. A warning will inform you that the changes are not synced because the recurring event was originally created in some other calendar, not Scoro.
When creating a recurring event in Google Calendar, the following conditions need to be met to ensure that the event gets synced to Scoro successfully:
- Assign an end date to the recurring event or limit the number of its occurrences. Never-ending recurring events cannot be synced to Scoro. Whenever you create a recurring event, Google sets it as never-ending by default. So you should always open the Custom option and set either an end date or a limit to the recurring event.
- Use a recurrence pattern supported by Scoro. Google Calendar supports more flexible and customizable recurrence rules than Scoro. Therefore, you should always make sure that Scoro supports the recurrence pattern that you choose in Google Calendar, otherwise the sync will not work.
If you wish to set up more complex recurrence patterns that are not supported by Scoro, you should simply create several events to cover the pattern. For example, if you want to add a meeting that repeats every Monday, Wednesday and Friday, but Scoro doesn’t support that pattern, you can simply add three recurring events into your Google Calendar – one on Mondays, one on Wednesdays, one on Fridays.
How to handle recurring events that were created in Google before enabling the Scoro-Google integration?
It is best to end them and create a new sequence after you enable the sync. In general, we recommend not scheduling recurring events too far into the future. Adjust and review recurring events from time to time and create new ones when needed. It's easy to duplicate and recreate them as you go. Keeping the recurring sequences shorter will help to minimize issues with duplicate data and with ownership when people leave the organization.