Connect Google Calendar
Share your Google Calendar with FlowCaptain so the assistant sees free times and adds appointments.
You need: Google Calendar in a browser on a computer (the app can't share calendars) and the email address of the FlowCaptain service account. Time: about 5 minutes.
FlowCaptain reads and writes your Google Calendar through a service account of its own. For that to work, you share your calendar with this account. FlowCaptain shows the service account's address in the setup wizard and in every calendar under Settings, ready to copy with one click.
1. Pick the right calendar
Take the Google Calendar your appointments should go into. Usually that's your main calendar. You can also create a separate "Appointments" calendar if you want to keep business apart.
2. Share the calendar
- Open Google Calendar.
- Click the three dots next to the calendar name on the left and choose Settings and sharing.
- Under Share with specific people or groups, click Add people and groups.
- Paste the service account's address.
- Choose the permission Make changes and see all event details and click Send.
Only this permission works. See all event details doesn't allow bookings, and Make changes (see private events as free/busy) hides your private events from FlowCaptain.
3. Enter the calendar ID
The calendar ID is in Google Calendar under Settings and sharing → Integrate calendar. For your main calendar it's usually your email address; for other calendars it looks like abc123@group.calendar.google.com. Paste only the ID into FlowCaptain, not a URL or embed code.
Check
FlowCaptain checks the connection itself. The calendar then shows Connected at the top. If it shows Read-only, the write permission from step 2 is missing. Not connected means the sharing doesn't match the calendar ID. What every status means is under Calendar settings.
If it doesn't work
Every time looks free, but booking fails. The calendar ID is entered, but the calendar isn't shared. Do step 2 for exactly this calendar.
The permission is greyed out. In a Google Workspace organisation, the administrator decides whether calendars may be shared outside it. They allow it once in the Google Admin Console under Apps → Google Workspace → Calendar → General settings with the option Share all information, and outsiders can change calendars.
Appointments land at the wrong time. FlowCaptain uses the time zone from your calendar's country, not the one set in Google Calendar. Check the country under Calendar settings.