Google and Microsoft calendars
Connect Google Workspace or Microsoft 365 calendars so booking pages respect hosts' real availability, bookings land in their calendars, and meeting invites carry Meet or Teams links.
Agoo is in early access. This page describes the feature as it ships to early-access organisations; screens are illustrative.
Hosts already keep their working lives in Google Calendar or Outlook. Connecting those calendars to Agoo means:
- Booking pages only offer times when the host is actually free. A meeting someone added in Outlook this morning blocks that slot on the host's Agoo booking page.
- Bookings appear in the host's calendar as events, with the attendee, location and a link back to Agoo, and move or disappear when the booking is rescheduled or cancelled in Agoo.
- Virtual meetings get a link. Bookings of the virtual meeting type get a Google Meet link (Google) or a Microsoft Teams link (Microsoft 365) in the invitation.
- Calendar invitations become visitor passes. Optionally, when a host invites an outside guest to a meeting at one of your sites, Agoo pre-registers the guest and sends them a QR pass.
This is part of the phase P9 integrations. Calendar sync is included on the Starter, Growth, Pro and Enterprise plans.
What Agoo can see
Agoo asks each host for the least access it needs, in plain language on Google's or Microsoft's consent screen:
| Agoo needs to | Why | What Agoo keeps |
|---|---|---|
| See when you're busy | To hide busy times from your booking pages | Busy start and end times only, no titles, attendees or descriptions |
| Create, update and delete events | To add, move and remove the events for your Agoo bookings | The IDs of the events Agoo created |
| Read events on your calendar (optional) | Only for calendar-triggered pre-registration | Nothing, unless an event qualifies: then the visit Agoo creates from it |
Agoo only changes events it created. It never edits or deletes your other events.
Connect a calendar
Each host connects their own calendar, and admins can see who has connected.
Open your profile's calendar settings
In the Agoo console or the Workspace app, open Profile → Calendar and choose Google or Microsoft.
Sign in and approve
Sign in with your work account and approve the access listed above. Choose which calendars count towards your availability, for example your work calendar but not a shared team calendar.
Check your booking page
Open your booking page. Times when your calendar shows you as busy are no longer offered. Events marked as free (or "show as: free") don't block slots.
If your IT team restricts apps
Many organisations only allow approved apps to access calendars. If you see a message that Agoo needs administrator approval:
- Microsoft 365: an administrator grants consent for Agoo in the Microsoft Entra admin center, under Enterprise applications, once for the whole organisation.
- Google Workspace: an administrator marks Agoo as trusted in the Google Admin console, under Security → Access and data control → API controls.
After that, each host connects their own calendar as above.
How sync behaves
| When | Then |
|---|---|
| Someone books with a host | An event is added to the host's calendar, with the attendee invited if the booking type is set to send calendar invites. |
| The booking is rescheduled or cancelled in Agoo | The event moves or is removed, and the attendee is told by Agoo's usual SMS, WhatsApp or email. |
| The host adds a busy event in their calendar | Overlapping slots disappear from the booking page within a few minutes. |
| The host moves or deletes an Agoo event in their calendar | The booking in Agoo doesn't change. Reschedule or cancel in Agoo so the attendee is told. |
| The calendar connection stops working (password change, access revoked) | Agoo emails the host and keeps the booking page running on Agoo's own availability rules until they reconnect. |
Agoo's own rules (working hours, buffers, minimum notice, daily limits and Ghana public holidays) still apply on top of the calendar.
Calendar-triggered pre-registration
When this is on, a host doesn't need to invite guests in Agoo separately. Agoo watches the host's calendar for meetings that:
- take place at one of your sites (the event's location or room matches a site), and
- invite at least one guest whose email address isn't on your organisation's domains.
For each such guest, Agoo creates an expected visit with the host and time from the event. Depending on your organisation's setting, it either sends the guest their QR pass straight away, or asks the host to confirm first in the Workspace app. Changes to the event's time move the visit; cancelling the event cancels the visit.
An admin turns this on in Settings → Visitors → Calendar invitations, and each host can opt out.
Developers
Calendar sync is configured in Agoo, not through the API. Its results are visible through the API and webhooks like any other booking or visit: for example, a calendar-triggered pre-registration fires visit.created, and a booking fires booking.created. See webhook events.
Related
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How the plugin receives and verifies Agoo webhooks, and the WordPress actions and filters you can use, with PHP examples.
Single sign-on and SCIM
Let staff sign in to Agoo with Google, Microsoft or your SAML identity provider, and create and deactivate their accounts automatically with SCIM.