Syncing your schedule with Google Calendar

Do you want to see your upcoming shifts without logging into LibStaffer? Use the Google Calendar sync to pull your LibStaffer schedule into your Calendar. After syncing:

  • Your shift names & times will appear in your Google Calendar;
  • If you opted to sync busy times, you will be marked as "unavailable" (note is: "Busy in Google Calendar") if you have time blocked off in your Google Calendar that overlaps with any given shifts.

Note about instructions on Google's sites:
Google regularly updates their interface, as most software companies do, so the instructions written here may not always match exactly what you see on screen. We do our best to keep all of our documentation updated, but aren't always looking at these particular Google screens. If you notice Google's interface has changed from screenshots / instructions here, please let us know.

I. Set Up a Google Service Account

  1. Go to the Google Developers Console.
    If you're not already logged into your Google account, log in.
  2. Create / Open a Project.
    • Creating a New Project:
      • If you don't have any existing projects, you'll see a box at the top saying that a project is required to enable APIs. Click Create Project on the right hand side of the screen.
      • You may see another screen with a small box with a Create button. Click that.
      • Give your project a name & click Create.
      • It may take Google a few seconds to create the project...once it does, click the "Select a Project" dropdown at the top, select your project, and click Open.
    • Using an Existing Project:
      • Click the project dropdown at the top.
      • Select your project from the list and click Open.
  3. In the search box bar (top center), search for Google Calendar and select Google Calendar API from the list.
  4. Click the blue Enable button toward the top of the page. This may take a few seconds to complete.
    • Select the project you just created.
    • Click Open.
  5. Now you'll see a warning box saying you need to create credentials.
    ​Click the blue Create Credentials button on the right hand side.
    1. On the next screen, click service account under "1. Find out what kind of credentials you need".
    2. Click + Create Service Account at the top.
    3. Give it a name.
    4. Role = Service Account > Service Account Key Admin
      You'll need to scroll far down the list of Roles to find Service Accounts, then select the above from the list on the right.
    5. Check off the Furnish new private key checkbox & select JSON (default option).
    6. Click Save.
    7. A confirmation screen will appear and a file downloaded. Click Close.
      Make note of where the file is saved - you'll need it to set up LibStaffer.
  6. Copy the email address for the Service Account and move on to section II.
Creating a project in the Google Dev Console.
Enabling the Google Calendar API
Link to get to the Service Accounts area.
Create Service Account form in the Google Dev Console

II. Give That Service Account Access to Your Google Calendar

  1. Go to Google Calendar.
  2. Click on the Options () button next to your calendar > choose Settings and sharing.
  3. In the Share with Specific People section, click Add People.
    • Paste the Service Account email copied in Section I.
    • Permissions > Choose Make Changes to Events.
    • Click Send.
  4. Leave this Settings and sharing window open, you'll come back to it again in Section III.
Google Calendar's Share with Specific People screen.

III. Set Up LibStaffer

  1. Log into your LibStaffer site.
  2. Click your email address in the top right hand corner of the screen.
  3. Go to the Google Calendar tab.
    1. Email Address: Paste the Service Account email copied in Section I.
    2. Google Calendar ID:
      • Go to your Google Calendar > Settings and sharing window.
      • In the Integrate Calendar section, copy the Calendar ID.
      • Go back to your LibStaffer window and paste that into the Google Calendar ID box.
    3. JSON Key File: Click Select File and select the file that was downloaded in Section I.
    4. Check Free / Busy times: Check this box if you want your Google Calendar events to mark you as unavailable in your LibStaffer schedules during those times.
    5. Click Save & Test Settings.
  4. Once the test completes successfully, you'll have an option to Run the Import, to send your scheduled shifts to your Google Calendar.

LibStaffer Manage Account > Google Calendar settings screen.

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