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Use cases → Scheduling

Synchronise calendar events between business units

Copy and maintain event details between calendars in different organisational units using domain-wide delegation and the Calendar API.

Who it is forIT automation teams integrating separate divisions or subsidiaries with distinct Workspace environments.
APIsCalendar API
Typical scopescalendar, calendar.events

The problem

When business units operate in siloed Workspace tenants, cross-division meetings and resource bookings become invisible, leading to double-bookings and missed updates. Manual copying is error-prone and quickly falls out of sync, especially when attendees or times change after the initial invitation.

How it works

  1. Impersonate a trusted account in each relevant division using domain-wide delegation.
  2. Fetch all relevant events from the source calendar, filtering by time window and event creator.
  3. Create or update matching events in the target calendar, preserving attendees and metadata.
  4. Track event IDs and sync state to detect changes and deletions.
  5. Run the synchronisation on a schedule, handling conflicts and resyncs as needed.

What changes

Calendars in separate divisions stay aligned, reducing confusion and ensuring everyone sees up-to-date meeting details regardless of their primary domain.

The trap in this one. The Calendar API's event IDs are unique only within a single calendar, not across domains or even different calendars in the same domain. If you use the source event's ID as a foreign key, it can collide or be overwritten by unrelated events in the destination. Always maintain a mapping table (source-event-id to target-event-id) outside Google Calendar, or updates and deletions will silently go to the wrong event.

Watch it explained

“How to use Gemini AI with Google Workspace (Gmail, Drive & Docs)” — Simpletivity on YouTube. Third-party video, included because it covers this ground well. We are not affiliated with the channel.

Questions people ask

Can it handle recurring events and updates?

Yes, but you must track the recurringEventId and all exceptions, as updates to a series or single instance are separate API calls and can desynchronise if not handled carefully.

What about private event details or guest lists?

The impersonated account must have full read access, or you will sync incomplete data. Hidden guests or private notes are not available without the right access.

Want this built?

This is a pattern we run in production. We will set up the delegation and build this on top of it — $500 per hour, most of it working the same day.

Talk to us Or read the setup guide

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