Get your customer meetings, and events synced from Planhat to your Google Calendar!
Enable Google Calendar
First, you'll need to enable the integration on your user profile. To do so, go to your profile > click on the "calendar" tab at the top > and select the option to enable.
Select which calendars you would like Planhat to sync with. This will bring in events from your Google Calendar into Planhat.
Below, under "SAVING PLANHAT TASKS TO CALENDAR," is where you select which calendar you'd like Planhat to push events to your Google Calendar. This will appear as a checkbox when you're planning an event.
Make sure to enable both if you'd like to bring in events from Google Calendar, and to be able to push your planned events in Planhat to your Google Calendar.
You're only able to sync events between Planhat and Google Calendar.
Once you have all of your setting the way you'd like, don't forget to select "save" in each section.
*When you initially sync the integration, Planhat will sync events for the coming 30 days in your calendar. After this initial 30 day sync, Planhat syncs every few minutes to fetch updates.
Events from Google Calendar into Planhat
Once you've enabled the sync, in about 10-15 minutes you should see events from Google displaying in your Planhat "Planned Activities" section in the Activities module.
Once the meeting is complete, you can mark it as "done" in Planhat. If an event created in Google Calendar isn't marked as "done" within 7 days it will automatically be removed (but not counted as a complete event).
If you have a recurring event in your Google Calendar those will be synced gradually into Planhat, and not all at once.
*It's important to note that if an event is pushed from Google Calendar into Planhat, if any edits are made to the event in Planhat they will not effect the event in Google Calendar. However, if the changes are made in Google Calendar they will be synced into Planhat.
Also, Planhat will try to be smart about which events it chooses to pull in. That means it won't bring in just any event from your calendar; in order for Planhat to bring in an event there needs to be a contact invited to the event that is a customer. This way, Planhat knows that it's relevant and which company and user to map this activity to.
Planning Events from Planhat
There are 2 types of planned activities in Planhat - a Task and and Event. If you'd like to plan a meeting or customer event and have it push to Google Calendar, select event.
You'll fill out all of the information you'll need for that meeting; date, time, if it repeats or is an "all day" event, and you can even add a location that will appear in both the calendar and in Planhat.
If you include a description it will also be included in the invitation. However, any checklist items or document attachments added from the Planhat event will not appear in the invitation that displays in your Google Calendar.
To sync the event to Google Calendar, make sure to check the box at the bottom of the event that says, "Save to Google Calendar."
*If an event is created in Planhat any edits that are made to the event in your Google Calendar will not be pushed to Planhat (for example, if you cancel this event in Google Calendar it will still remain as a task in Planhat). However, if changes are made in the Planhat task they will be synced to Google Calendar.
No other team members will be able to select the option to "save to Google Calendar" - only you.
New Users Created with Calendar Sync
Just like with the Gmail integration, Planhat will map any new contacts it detects on the invite to the account in Planhat.
If the user already exists in Planhat, the event will appear on the related user's history.
Like other activities, events can be removed and deleted. When an event is removed, Planhat will remove the event from your Google Calendar if it is originated in Planhat. However, if the event was created from your Google Calendar, Planhat will only remove the event from your Planhat account.