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Connect Google Calendar

Block personal busy time, keep DiaryCare appointments in a separate Google calendar, and optionally share booking-relevant event context with diary staff.

For: Practitioners, owners, administrators, and staff with diary access

Before you start

  • The Google account whose busy time should block this practitioner’s DiaryCare diary.
  • For event-detail sharing, the connected practitioner must use their own DiaryCare profile and be comfortable sharing primary-calendar content with every staff member who can access their diary.

Connect a practitioner

  1. Open the practitioner profile in Team. A practitioner can open My profile.
  2. Find Google Calendar and select Connect.
  3. Choose the correct Google account and approve every requested Calendar permission. A reconnect must use the same account that owns the existing DiaryCare calendar.
  4. Return to DiaryCare and check that the status says Connected.
DiaryCare practitioner profile with the Google Calendar panel and Connect Google Calendar button outlined.
Connect the Google account that holds this practitioner’s real busy time.

What the numbers show

  1. 1The panel explains what DiaryCare reads and shows the connection status.
  2. 2Start or repair the connection with this button.

What DiaryCare does

  • Reads free and busy times from the main Google calendar so clashes are blocked. This availability check remains separate from event-detail sharing.
  • Creates a separate DiaryCare calendar for confirmed bookings.
  • Updates or removes the DiaryCare event when clinic staff change the booking.
  • Keeps primary-calendar event details private unless the practitioner separately opts in and approves additional read-only Google access.
Good to know: If DiaryCare shows Reconnect Google Calendar, the stored Google permission can no longer be used. Reconnect from the same signed-in DiaryCare account, choose the practitioner’s Google account, and approve access again. For a temporary last-sync failure, DiaryCare retries automatically; contact DiaryCare support if the warning remains. Disconnecting removes DiaryCare’s stored connection; the separate calendar already in Google remains there until you delete it in Google.

Choose whether diary staff can see event details

  1. Sign in as the connected practitioner, open My profile, and find Google Calendar.
  2. Select Share event details. Event details are off by default, and another clinic role cannot select this for the practitioner.
  3. If the control is not available in the mobile app, an owner or administrator can open the practitioner's web profile and select Email event-detail request. Open that email in a web browser; its secure DiaryCare link returns to the request after sign-in.
  4. Review Google's permission screen and approve every requested Calendar permission, including the additional read-only access.
  5. Return to the profile and check that Event details says shared with authorised diary staff.
  6. Select Stop sharing event details whenever the primary-calendar context should return to private busy blocks.
  • DiaryCare uses the additional read-only permission only to fetch booking-relevant events from the practitioner's primary calendar.
  • Staff who already have access to that practitioner's web diary can see the event title, description, location, organiser, attendees and RSVP responses, meeting link, Google Calendar link, attachments, visibility and event-type labels, and all-day or recurring indicators.
  • External events stay read-only and are not converted into DiaryCare appointments. Their details are fetched when the web diary loads and are not stored in DiaryCare.
  • If an event cannot be matched or its details cannot be read, DiaryCare keeps the time as an untitled busy block. Free/busy time continues to control availability.
  • Public booking pages and the mobile app continue to receive only opaque busy time.
Good to know: A Google event can contain personal or sensitive information. Opting in can expose content and attachments even when the event is marked private or confidential in Google. Before opting in, the practitioner should check that sharing primary-calendar event context with every staff member who can access their diary is appropriate. The email is a request only: it does not enable sharing, and only the signed-in account linked to that practitioner profile can continue to Google consent. Stopping sharing changes what DiaryCare displays but does not remove the previously granted permission; sharing again requires a fresh Google consent flow. Unlinking or relinking the practitioner’s portal account also invalidates the earlier detail-sharing consent. Disconnecting deletes DiaryCare's stored tokens; revoke DiaryCare in Google to remove the permission from the Google account.

Who can connect

Google Calendar belongs to provider diary setup. Owners, administrators, and providers can start a basic connection where their provider access allows it. Office Admin accounts cannot start or complete Google Calendar authorization and are not shown a connection prompt after accepting an invitation. Only the connected practitioner can explicitly approve the additional event-detail access; once approved, clinic staff with permission to view that practitioner's diary can see the permitted details.

Couldn’t find the answer?

Email contact@diarycare.co.uk and tell us which step you reached.

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