What is Google Calendar synchronisation?
Syncing with Google Calendar lets you see Google meetings alongside tasks and due dates in the Task Manager Calendar. You don’t have to piece together your daily schedule from two calendars. Changes sync both ways: moving a meeting in Task Manager updates it in Google straight away. Changes made in Google are picked up every few minutes while someone is using the app.
New events created in Task Manager can also be sent to Google. Export is enabled automatically when you connect your first calendar. The programme then also sends future events that have not yet been sent. If you have several connections, you can choose a different account as the export destination. There can only be one export destination - enabling it for one connection disables it for the others.
The connection is personal. Only you can see events from your Google account. You can connect several accounts, for example, your work and personal accounts. Each has its own selected calendar, import window and “Disconnect” button.
How do you connect, and what happens next?
The administrator creates a project in the Google Cloud console and obtains a Client ID and Client Secret. They paste these into Settings → Advanced → Google Calendar (OAuth). The programme displays a redirect address ending in /api/gcal/oauth-callback. It must be entered in Google Cloud exactly as shown, otherwise the error “redirect_uri_mismatch” will appear when connecting an account. This configuration applies to the whole company. Each employee then goes to Settings → Profile → Google Calendar, selects “Connect Google account”, grants access and chooses a calendar to import.
By default, the import covers the period from 30 days in the past to one year ahead. You can change the window separately for each connection. Google expands recurring events, which then appear in Task Manager. Future events send a reminder at their start time, while past events are added to the day’s history without a notification. All-day events appear from 8:00, and multi-day events remain visible until 18:00 on the last day. If you move an all-day event to another day, it remains an all-day event in Google too.
The colour of an imported event comes from Google or, if the event has no custom colour, from the selected calendar. Synchronisation does not overwrite the colour in Task Manager of an event exported to Google. The programme darkens very light pastel colours because an event’s colour is also used for its text. When changes are sent to Google, the colour may differ because the apps use different palettes. The edit window displays “Google event” and a link to the original. The circular two-arrow icon on the Calendar toolbar fetches changes without waiting for automatic synchronisation. It also shows how many events were added, changed and deleted. If the last background attempt failed, the icon turns orange. Hover over it to see why.
What do you gain?
You don’t have to check two calendars in the morning to plan your day. You can see client meetings alongside due dates from Task Manager. It’s easier to spot a busy morning before scheduling another call then.
When a client moves a meeting, you don’t have to remember to update the due date in another place.
You can keep the calendar you use every day. Your Google events remain invisible to the team. If you disconnect your account, they’ll disappear from your calendar in Task Manager but remain in Google.
An everyday example
A salesperson receives invitations at their company Google address and manages quotes and their due dates in Task Manager. In the morning, they open two calendars and combine them to plan their day.
Once connected, they can see meetings and due dates in one Calendar. A client moves a meeting in Google, and the change reaches the programme within a few minutes while someone is using the app. The salesperson can also start synchronisation using the icon on the Calendar toolbar and check how many events were added, changed or removed across all connected calendars. When they delete a cancelled meeting in Task Manager, it disappears from Google too. A new event created after a client call is added to the company calendar if export is enabled for it. They can connect a personal account separately, with its own calendar and import window. Export remains enabled for the company account.
Frequently asked questions
Does synchronisation work both ways?
Yes. Events from Google appear in the Task Manager Calendar. Changes to an event’s time or details, and deleting an event in Task Manager, are also reflected in Google. New events are added to the selected Google Calendar if export is enabled. The first connected calendar is enabled for export automatically.
Can I connect more than one account?
Yes. You can connect several Google accounts, for example a work account and a personal one. Each connection has its own selected calendar and import window.
Can my team see my Google Calendar?
No. The Google Calendar connection is personal, and only you can see the events you import.
What happens if I disconnect my account?
Disconnecting removes events imported from that account from your Task Manager Calendar. Nothing is deleted from Google, and your other connections continue to work.
How quickly do changes from Google appear in Task Manager?
Automatic syncing picks up changes every few minutes while someone is using the app. You can also sync them straight away using the sync icon on the Calendar toolbar, or the “Sync now” button next to the connection in your profile settings.
Can I connect my personal Gmail account if my company uses Google Workspace?
Yes. If your company’s configuration only allows accounts from its own domain, you can connect a personal account using your own Google credentials. First, create your own project in your personal Google account, select the External user type, publish the app and obtain a Client ID and Client Secret. Then go to Settings → Profile → Google Calendar and expand “Connect using your own credentials (advanced)”. There you’ll find the redirect URI to enter in Google Cloud, as well as fields for the credentials, which Task Manager will store in encrypted form.