Using the Google Calendar Integration

The Google Calendar integration lets an Intellistack Streamline workflow create a calendar event automatically. Connect a Google account once, then add a Google Calendar step to any workflow and map the event title, description, start and end time, location, and attendees from data the workflow already collected. This removes the manual step of copying submitted details into a calendar invite.

Who Has Access?

The Google Calendar integration is available to all Streamline customers. There is no plan or tier requirement.

Within your organization, two settings control who can use it.

Role permissions. Streamline includes four built-in roles (Admin, Manager, Builder, and Operator), and an Admin can build custom roles from the permission catalog. Each user holds one role. Two permissions apply to calendar work:

A role built without these permissions cannot set up or configure event integrations.

Step access controls. An Admin can restrict specific integrations through Workflow Step Access Management. Restrictions are set as account-wide defaults and can be overridden per project, so you can allow Google Calendar across your account and turn it off for a single project. Restrictions apply to the built-in Builder role and to custom roles with Enforce step restrictions enabled; Admins and Managers keep full access. A restricted integration appears with a lock icon in the workflow builder.

Two other things determine whether a Builder can use the step:

• The Google Calendar step is available in the workflow builder only after an authenticated connection exists.
• Multiple connections can be configured for different Google accounts or business units, and the Builder chooses which one the step uses.

Key Capabilities

• Create events from workflow data. Map the event title, description, start time, end time, location, and attendees from any field available in the workflow.
• Choose any calendar you can edit. The step lists the calendars the authenticated Google account can edit, including shared and team calendars. Calendars you can only view are not listed, because the event could not be written to them.
• Mix typed text with mapped fields. Build a title such as New Meeting: [First name] [Last name] by combining static text with workflow fields.
• Reference the event later. The step returns one value, Event Link, which later steps in the workflow can use, for example to include the event in a confirmation email. The link points to the event on the calendar. It is not a share link, so anyone who is not already on the event will not gain access to it through the link.

Part 1: Connect a Google Calendar Account

Step 1: Open the New Connection catalog

1. Go to the Integrations page in Intellistack Streamline.
2. Click New connection.
3. Find Google Calendar by selecting the Calendar category, by setting Platform to Google, or by searching for Google Calendar.

Step 2: Name the connection

1. Click the Google Calendar tile.
2. Enter a Connection name. Use something recognizable, since Builders select this name when configuring a step.
3. Optionally add a Description.
4. Click Next.

Tip: Naming conventions help when your organization has more than one calendar connection, for example Google Calendar - Facilities Bookings.

Step 3: Authorize Google

1. On the login screen, click Connect.
2. Complete Google's authorization prompt for the account whose calendars you want to use.

Note: The step lists only the calendars the account you authorize here can edit, whether owned by that account or shared with it. Connect the account that has edit access to the calendars your workflows need.

Step 4: Confirm the connection

Back on the Integrations page, the new connection appears with the type Event and a Connected status.

Part 2: Add and Configure the Google Calendar Step

Step 1: Add the step

1. Open the workflow in the builder.
2. Click the plus (+) where you want the step to go. Place it after the step that collects the event details, so the fields you need are available to map.
3. Select the Integration tab, or search for Google Calendar.
4. Click Google Calendar.

Note: The step only appears here once an authenticated connection exists.

Step 2: Select the connection and action

1. Choose your Connection.
2. Under Select action, choose Create event.

Step 3: Choose the calendar

Open the Calendar picker and select the calendar the event should be created on. The list shows every calendar the connected account can edit.

Step 4: Set the title and description

1. In Title, type static text, drag fields in from the data panel on the left, or combine both.
2. In Description, type the text you want on the invite or map it from workflow data.

Tip: Combining both is useful for a consistent subject line, for example a typed New Meeting: followed by the mapped First name and Last name fields.

Step 5: Map the start and end time

Map Start time and End time to date/time fields from your workflow.

Important: These two fields accept date/time fields only. A date-only field or a time-only field will not work, because the event needs the time zone information that only a combined date and time carries. If your form collects the date and the time separately, change it to a Date/time field.

Note: Event times use the time zone set in your workflow settings. Times only behave as expected when the workflow uses the current date formatting settings. See Date and Time Formatting in Streamline.

Step 6: Set the location and attendees (optional)

• Event location: Type a physical location, for example Meeting Room 7, or map a field from the workflow. This field is optional.
• Attendees: Type the attendee email addresses or map an email field from the workflow. Separate multiple addresses with commas.

Step 7: Publish the workflow

The builder saves your configuration automatically, but your changes are not live until you publish the workflow. Until you publish, the workflow's share URL and any embedded version continue to run the previously published version.

Changes you make to the Google Calendar step apply to the version you publish.

Important: Removing an integration's authorization on the Integrations page is not limited to a single version. If you remove the connection, every workflow that uses it loses that connection.

Feature Considerations

• Create only. The integration creates events. It cannot update, cancel, delete, or look up an existing event. To change an event after it is created, edit it in Google Calendar.
• Date/time fields required. Start time and End time accept date/time fields only.
• Time zone source. Event times follow the workflow settings time zone, not the attendee's or the calendar's time zone.
• Required fields. Calendar, Title, Description, Start time, and End time must all be set before the step can run. Event location and Attendees are optional.
• Failures surface as session errors. If the event cannot be created, the session errors. Errored sessions appear on the Project Sessions page with an error description.

Compliance

The connection uses Google's OAuth authorization flow, so Streamline does not store your Google account password. Removing the connection's authorization on the Integrations page revokes it for every workflow that uses it.

Troubleshooting

Start time or End time will not accept my field

The field you are mapping is a date-only or time-only field. Change the source field in your form to a Date/time field, then map it again.

I changed the step but events are still created the old way

The builder saves automatically, but edits are not live until the workflow is published. Publish the workflow, then run it again.

The event was created at the wrong time

1. Open your workflow settings and check the configured time zone.
2. Confirm the workflow is using the current date and time formatting settings.

A calendar I expect is missing from the Calendar picker

The picker only lists calendars the authorized Google account can edit. Confirm the calendar is shared with that account with edit permission, not view-only, then use the refresh control beside the picker to reload the list.

The event was not created

The session errors when the event cannot be created.

1. Open the Project Sessions page and find the errored session.
2. Review the error description on that session.
3. If the connection's authorization has expired, the session errors for that reason. Check the connection's status on the Integrations page.