Syncing appointments with Google/Outlook Calendar

Purpose

1.1. Enable real-time synchronization of appointment bookings, updates, or cancellations from the practitioner’s system to connected Google or Outlook Calendars.
1.2. Ensure patients and practitioners are notified of changes, reducing double bookings or missed appointments.
1.3. Centralize schedule oversight for solo practitioners or multi-practitioner clinics in Alternative Medicine modalities.
1.4. Integrate with CRM, booking, and internal management tools for streamlined operations, maximizing attendance and practitioner efficiency.
1.5. Automate reminders and follow-ups, leveraging the calendar event data for improved client engagement.

Trigger Conditions

2.1. A new patient books an appointment via online portal, call center, or front desk system.
2.2. A patient or practitioner reschedules or cancels an appointment.
2.3. System-generated periodic synchronization for batch updates.
2.4. Manual update by office staff.
2.5. Receipt of a new lead form submission with appointment preference.

Platform Variants

3.1. Google Calendar API
• Feature/Setting: Use “Events: insert” and “Events: update” scopes; configure OAuth2; map patient/practitioner details to event description.
3.2. Microsoft Graph API (Outlook)
• Feature/Setting: Use /me/calendar/events endpoint; configure delegated permissions; send updates via PATCH.
3.3. Acuity Scheduling
• Feature/Setting: Enable calendar sync; use Acuity Webhooks for appointment events; connect Google/Outlook from Acuity UI.
3.4. Calendly
• Feature/Setting: Activate Calendar Connections; configure “Invitee Created/Cancelled” webhook for real-time triggers.
3.5. Setmore
• Feature/Setting: Use “Integrations” for calendar sync; API for fetching appointments; map to relevant calendar.
3.6. Square Appointments
• Feature/Setting: Integrate Google/Outlook in “Calendar Sync” settings; use REST API for programmatic control.
3.7. Jane App
• Feature/Setting: Link practitioner’s calendar in “Schedule Settings”; use Jane API to pull/push event data.
3.8. SimplePractice
• Feature/Setting: Enable “Calendar Sync”; use webhooks for event tracking and updating.
3.9. Zoho Calendar
• Feature/Setting: Use Zoho Calendar API; configure OAuth; map fields from booking source.
3.10. Salesforce
• Feature/Setting: Enable “Calendar Sync” under lead management; use Salesforce REST API for updates.
3.11. HubSpot
• Feature/Setting: Connect external calendars to meetings; utilize Meetings API to create/update events.
3.12. Outlook.com Calendar
• Feature/Setting: Connect via Microsoft account; use EWS or Microsoft Graph API for event handling.
3.13. Office 365 Calendar
• Feature/Setting: Use Microsoft Graph /calendar/events with application permissions.
3.14. iCloud Calendar
• Feature/Setting: Use CalDAV protocol; app-specific passwords; map appointment data to iCal format.
3.15. Doodle
• Feature/Setting: Enable Google/Outlook sync in settings; use webhook notifications for booking changes.
3.16. TimeTap
• Feature/Setting: Set up "Calendar Sync” in integrations; use API for scheduled fetching/pushing.
3.17. YouCanBookMe
• Feature/Setting: Connect to Google/Outlook; configure “Calendar Actions” to create events from bookings.
3.18. Appointlet
• Feature/Setting: Integrate Google/Outlook in account settings; enable two-way sync.
3.19. Bookafy
• Feature/Setting: “Calendar Sync” function; sync new/rescheduled appointments using API.
3.20. SimplyBook.me
• Feature/Setting: Add Calendar integration plugin; configure client/practitioner mapping to calendars.

Benefits

4.1. Eliminates double-booking risks across practitioner calendars by maintaining single source of truth.
4.2. Reduces administrative burden for office staff through hands-off event creation and updates.
4.3. Increases client satisfaction via instant confirmation and adjustment visibility.
4.4. Sustains operational scalability for various practitioner modalities and multi-location clinics.
4.5. Facilitates compliance by accurately logging all appointment transactions and changes.