Real-time calendar synchronization across teams

Purpose

1. Ensure real-time synchronization of job schedules, technician availability, and dispatch timing for all HVAC service teams, eliminating double-booking and improving communication between office staff, field teams, and clients.

2. Enable team members to view, update, and receive instant changes to assignment calendars across devices and departments, integrating with external client bookings and minimizing delays.

Trigger Conditions

1. New job booking or update in service management system.

2. Technician assignment or reallocation by dispatcher.

3. Modification/cancellation of appointments via customer portal.

4. Change in technician’s availability or working hours.

5. Incoming request or update from third-party customer scheduling interfaces.

Platform Variants

1. Microsoft Outlook Calendar

• Function/API: Graph API ‘Create Event’, ‘Update Event’; subscribe to notifications for real-time push.
  
• Sample Config: Use Application permissions, register webhook for calendar changes, synchronize via /me/events endpoint.
  

2. Google Calendar

• Function/API: Calendar API ‘Events.insert’, ‘Events.patch’, ‘Watch’ for push notifications.
  
• Sample Config: Enable domain-wide delegation, set up watch channels on key resource calendars.
  

3. Apple Calendar (iCloud)

• Function/API: CalDAV protocol for event add/update; webhook via third party for change detection.
  
• Sample Config: Generate app-specific password, connect via CalDAV endpoint and monitor changes with polling or third-party iCloud sync service.
  

4. Zoho Calendar

• Function/API: Zoho Calendar API ‘Add Event’, ‘Update Event’, ‘Get Event Notifications’.
  
• Sample Config: Use OAuth for user scopes, subscribe to calendar events webhook endpoint.
  

5. Salesforce Calendar

• Function/API: REST API ‘sobjects/Event’, Streaming API for updates.
  
• Sample Config: Create Connected App, configure PushTopic for event objects, sync on event create/modify.
  

6. ServiceTitan

• Function/API: Jobs API ‘Create Job’, ‘Update Job’, Event-triggered webhook on schedule changes.
  
• Sample Config: Enable webhook notifications and map to service calendars per user/team.
  

7. FieldEdge

• Function/API: REST ‘/jobs’, webhook for schedule update notifications.
  
• Sample Config: Register webhook endpoint for job status or schedule change events, sync to calendar.
  

8. Jobber

• Function/API: API ‘Create Visits’, ‘Update Visits’, subscribe to ‘Visit Updated’ notifications.
  
• Sample Config: Enable API access, listen for visit changes, push to team calendars.
  

9. SimPRO

• Function/API: Webhooks for Job allocation/changes, REST API ‘/jobs’.
  
• Sample Config: Subscribe to job dispatch event, transform into calendar update instructions.
  

10. Google Workspace (GSuite)

• Function/API: Admin APIs to manage resource events, delegate to team calendars, poll for changes.
  
• Sample Config: Use admin access, configure change watchers per calendar/resource.
  

11. Slack

• Function/API: Events API, listen for message or app_home_opened to post schedule changes; integrate via slash commands.
  
• Sample Config: Subscribe to schedule notification channel, use interactive buttons for confirms/declines.
  

12. Trello

• Function/API: Power-Up for Calendar, webhook on card due date changes.
  
• Sample Config: Connect Trello Calendar with team sharing settings, sync card due events.
  

13. ClickUp

• Function/API: Webhook on task date/time, API ‘Create Task’, ‘Update Task’.
  
• Sample Config: Sync task with due date into calendar on real-time update.
  

14. Asana

• Function/API: Events stream for tasks, API ‘Add Task’, ‘Modify Task’, Calendar Sync.
  
• Sample Config: Setup webhook for project, mirror task with due date as calendar slot.
  

15. Monday.com

• Function/API: Webhook integration, REST ‘change_column_value’ on date columns.
  
• Sample Config: Enable calendar sync, trigger on item date update.
  

16. Google Sheets

• Function/API: Google Apps Script Triggers, write event to Calendar API.
  
• Sample Config: On edit/move trigger, push slot update to group calendar.
  

17. Microsoft Teams

• Function/API: Graph API for Teams Meetings, schedule updates via ‘Create Event’.
  
• Sample Config: Integrate with team calendar, auto-update on repair job allocation.
  

18. QuickBooks Online

• Function/API: API to set appointment/job time, webhook for changes.
  
• Sample Config: On invoice/job booking, sync with team resource schedule.
  

19. Airtable

• Function/API: Webhooks for record changes, scripting to Calendar API.
  
• Sample Config: Create automation on schedule table, send update to group calendar.
  

20. Notion

• Function/API: Database API, webhook on date property change.
  
• Sample Config: On job record update, post new schedule to shared calendar.
  

21. Calendly

• Function/API: Webhooks for scheduled, rescheduled, canceled events.
  
• Sample Config: Link Calendly bookings to team dispatch calendar in real-time.
  

22. Outlook 365 Groups

• Function/API: Group Calendar endpoint, subscribe to event changes and replicate updates.
  
• Sample Config: Map booked/assigned jobs to group calendar events as soon as schedule is confirmed.
  

Benefits

1. Eliminates schedule conflicts and prevents double-bookings by maintaining instant unified calendars.

2. Increases field team efficiency, proactive rescheduling, and real-time visibility of job assignments.

3. Reduces manual errors, missed jobs, and improves client communications on time changes.

4. Supports seamless multi-device, multi-office, and remote team operations for HVAC service scheduling.

5. Enhances overall operational agility, allowing rapid dispatch adjustments and customer responsiveness.