View Fieldworker Google Calendar from OctopusPro

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View & Sync Google Calendar in OctopusPro (Business + Fieldworkers)

OctopusPro’s Google Calendar integration helps you keep your dispatch calendar and your team’s real-world availability accurate—so you can avoid double-booking and schedule with confidence. Once connected, you can view Google Calendar busy events inside OctopusPro (as availability blocks) and optionally push OctopusPro bookings to Google Calendar for assigned fieldworkers.

What this feature helps you do

  • See fieldworker availability instantly: personal appointments and other commitments from Google Calendar appear in OctopusPro as busy/unavailable blocks.
  • Push work bookings to Google Calendar: show assigned jobs in a fieldworker’s Google Calendar (so they can manage everything in one place).
  • Keep schedules consistent: when your team is connected, your dispatch view stays aligned with what’s happening outside OctopusPro.

Important notes (how syncing works)

  • Google Calendar → OctopusPro: Google events sync into OctopusPro as calendar events that block availability (they do not create bookings).
  • OctopusPro → Google Calendar: bookings can be pushed to Google Calendar (commonly controlled via booking status rules).
  • Future events only: the integration typically focuses on syncing future events to keep calendars fast and reduce data transfer.

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Sync your business Google Calendar with OctopusPro (General Fieldworker)

If you use a main business calendar (e.g., office schedule, dispatch calendar, management calendar), OctopusPro can sync it by connecting it to your General Fieldworker profile (this profile acts as the default “business calendar” connection).

Option A: Connect from the Calendar page (recommended)
  1. Go to Calendar.
  2. Click Filters on the right side.
  3. Select the General Fieldworker from the list, then click Filter.

Calendar filters pop-up

  1. Click Send invitation to connect Google Calendar to OctopusPro at the top of the calendar.

Send invitation to connect Google Calendar to OctopusPro

  1. An email form will appear. Confirm the recipient (the General Fieldworker email) and click Send.

Send invitation email form

  1. Open the email and click Grant Permission to authorize the connection.

Email grant permission to sync Google Calendar

Once permission is granted, Google Calendar events will become visible in OctopusPro (as availability blocks), and you can push OctopusPro bookings to Google Calendar based on your configuration.

Option B: Connect from the General Fieldworker profile
  1. Go to Fieldworkers and open the General Fieldworker profile.
  2. Click Actions → Send Google Calendar authorization email.
  3. Send the email, then click Grant Permission from the received email.

Fieldworker profile - Google Calendar authorization

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Sync a fieldworker’s Google Calendar with OctopusPro

Connecting a fieldworker’s Google Calendar is ideal when you need to see their real availability (personal appointments, other work, subcontractor commitments) while dispatching jobs in OctopusPro. Each fieldworker grants permission using their own Google account.

Option A: Connect from the Fieldworker profile (admin workflow)
  1. Go to Fieldworkers.
  2. Open the fieldworker profile you want to connect.
  3. Click Actions → Send Google Calendar authorization email.
  4. Send the email, then ask the fieldworker to click Grant Permission.

Send Google Calendar authorization email from fieldworker profile

Option B: Connect from the Calendar page (quick dispatch workflow)
  1. Go to Calendar → click Filters.
  2. Select the fieldworker → click Filter.
  3. Click Send invitation to connect Google Calendar to OctopusPro at the top of the calendar.
  4. Send the email, then the fieldworker clicks Grant Permission.

Send email to connect fieldworker Google Calendar from OctopusPro calendar

Send email to connect business Google Calendar with OctopusPro

After the fieldworker grants permission, their Google Calendar events will appear in OctopusPro (as busy/unavailable blocks), and OctopusPro bookings can be pushed to their Google Calendar (based on your booking status rules).

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View synced Google Calendar events in OctopusPro

After syncing, you can view a fieldworker’s combined schedule (OctopusPro bookings + Google Calendar availability blocks) directly inside OctopusPro:

  1. Go to Calendar.
  2. Click Filters.
  3. Select the fieldworker you want to view, then click Filter.
  4. You’ll see the fieldworker’s bookings and synced busy/unavailable events on the calendar.

Fieldworker OctopusPro and Google Calendar combined view

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Control what gets pushed to Google Calendar (booking status rules)

To prevent tentative or unconfirmed work from appearing on calendars too early, OctopusPro allows you to control which bookings are pushed (or removed) using Booking Status rules.

  • Push to Google Calendar: pushes bookings to the assigned fieldworker’s Google Calendar when a booking enters the selected status.
  • Delete from Google Calendar: removes Google Calendar events when bookings are deleted or reassigned (based on your configuration).

You can manage these rules in your Booking Status settings. (See the guide linked below.)

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Troubleshooting & FAQs

The fieldworker didn’t receive the authorization email
  • Confirm the email address on the fieldworker profile is correct.
  • Ask them to check Spam/Junk folders.
  • Resend the authorization email (from the profile or from Calendar after filtering the fieldworker).
I can’t see Google Calendar events in OctopusPro
  • Make sure the fieldworker has completed Grant Permission.
  • Refresh the calendar and re-apply Filters to the correct fieldworker.
  • Remember: Google events appear as availability blocks (not bookings).
Will Google Calendar events create bookings in OctopusPro?

No. Google events sync into OctopusPro as calendar events that block availability, helping prevent double-booking. They do not become bookings.

Why did I edit an appointment in Google Calendar but it didn’t change in OctopusPro?

Bookings created in OctopusPro are typically pushed to Google Calendar as events. Editing those events in Google Calendar does not necessarily update the original booking in OctopusPro. Make booking changes in OctopusPro to keep your workflow consistent.

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