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The integration of Spacebring with Google Calendar allows for syncing future, new and updated bookings with a selected calendar in real-time. The integration allows syncing:
  • Room bookings
  • Desk bookings
  • Office bookings
  • Equipment booking
  • Parking bookings

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Why sync bookings

Syncing bookings between Spacebring and Google Calendar might be useful if:
To ensure complete control over bookings, payments, and communication with bookers, we highly recommend accepting all bookings directly through the member web portal and mobile app. This approach allows easy access to booking data, payments, and analytics, while also showcasing other services like desks and memberships, and enabling new customers to create accounts and book conveniently.

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Prerequisites

For accurate booking sync with Google Calendar, make sure to remember and complete the following:
  1. Have an active Spacebring subscription.
  2. Each resource can sync with only one Google Calendar. For example, a Meeting room resource can sync with a Meeting room Google Calendar.
  3. Create separate calendars in your Google account and name them after your resources. For example, a calendar called “Meeting Room,” “Hot Desk 1,” or more specific names like Meeting Room 1 or “Hot Desk A.” Using clear and consistent names ensures easy identification.
  4. Bookings created in Spacebring should only be managed (edited, canceled) in Spacebring. Changes made to such bookings in Google Calendar won’t be reflected in Spacebring.
  5. Bookings created in Google Calendar can only be managed from Google Calendar.

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Connect the Google Calendar integration

To connect the integration:
  1. Go to Spacebring > Integrations page by pressing the menu (…) next to the location’s name > Google Calendar.
  1. Press Connect and provide permission to read and write into your calendars.
  2. In the Sync section, choose which booking details the calendar events show:
    • Title and Name make up the event title: the booking’s title, the name of the user who booked, or both, such as Design review (Ada Lovelace). Turn on Name to see who booked each desk.
    • When neither is available, the event title shows the resource and location names, such as Hot Desk (Central Hub).
    • Memo, Name, and Email appear in the event description.
    • The event location always shows the resource name and the location’s address.

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Set up one-way sync

To only sync new and updated bookings from Spacebring to Google Calendar, enable one-way Google Calendar sync:
  1. Go to Resources > Rooms, Desks, Offices, Equipment, or Parking.
  2. Select a resource > press the (…) menu next to it > Edit.
  3. On the Integrations tab, in the Calendar sync section, choose the calendar to sync bookings with.

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How the one-way sync works

  • All future, new, and updated bookings created for a resource in Spacebring will sync to the selected Google calendar.
  • Bookings made in this Google Calendar won’t sync to Spacebring.

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Set up two-way sync

To synchronize bookings from Spacebring to Google Calendar and vice versa, enable two-way Google Calendar sync.
Use two-way sync to integrate with marketplaces or transfer all bookings from another platform to Spacebring.
For this:
  1. Go to Resources > Rooms, Desks, Offices, Equipment, or Parking > select a resource > press the (…) menu next to it > Edit.
  2. On the Integrations tab, in the Calendar sync section, choose the calendar to sync bookings with.
  3. Enable Two-way sync switch > Save.

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How the two-way sync works

  • All future, new, and updated bookings created in Spacebring will sync to the selected Google calendar.
  • All future, new, and updated bookings made in Google Calendar will also be synced to Spacebring.
  • For desk, office, and parking lot bookings, one booking in Google Calendar books 1 seat in the corresponding resource in Spacebring.

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Disconnect the Google Calendar integration

To disconnect Google Calendar, follow these steps:
  1. Go to Spacebring > Integrations page by pressing the menu (…) next to the location’s name > Google Calendar.
  2. Press Disconnect and confirm your choice.
After disconnecting Google Calendar, all bookings synced from Google Calendar are removed from Spacebring automatically.

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Troubleshoot Google Calendar sync errors

Administrators get a notification from Google Calendar when an event can’t become a booking with two-way sync, or when the connection breaks.
What it means: An event couldn’t become a booking in Spacebring, so it stays in Google Calendar only. This happens when:
  • Another booking in Spacebring already takes the resource at that time, or all its seats for a desk, office, or parking.
  • It’s an all-day event on a day the location’s schedule is closed.
How to fix it: Do one of the following:
  • Open the event from the notification and move it to a free time.
  • To keep the event’s time, cancel the other booking in Spacebring, then edit the event in Google Calendar so it syncs again.
What it means: At least one date of a recurring event clashes with another booking in Spacebring, so the series doesn’t sync.How to fix it: Do one of the following:
  • Change the series in Google Calendar so that no date clashes.
  • Cancel the other bookings in Spacebring, then edit the series in Google Calendar so it syncs again.
What it means: Google no longer accepts the connection, so Spacebring disconnected the integration and cleared the calendar from every resource. The error in the notification says why:
  • “Token has been expired or revoked.” means the access you gave Spacebring in your Google account expired or was revoked.
  • “Account has been deleted” means the Google account was deleted.
  • “The connection to your Google account could not be refreshed. Please reconnect your account.” means Google refused to renew the connection.
How to fix it:
  1. Connect Google Calendar again.
  2. Choose the calendar again in each resource’s Calendar sync section.

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FAQs

When you use two-way sync with Google Calendar, you need to manage all bookings created through Google Calendar directly in Google Calendar. If you no longer need Google Calendar sync, disconnect Google Calendar integration, and all bookings created by Google Calendar will be automatically removed.
Yes, users can add their bookings made in the member web portal or mobile app to their Google Calendar or Microsoft 365 Outlook upon making a successful booking.
They are prompted to do it immediately once they have made a booking, but they can also always add a booking to their calendar later by going to the Account page > Bookings > opening the necessary booking.
On the member mobile app, the Add to calendar button opens the default calendar on the user’s device.