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Use cases → Scheduling

Aggregate calendar availability across teams via delegation

Collect free/busy data from multiple calendars to coordinate meetings across departments without exposing private event details.

Who it is forInternal tooling teams or shared services scheduling across business units.
APIsCalendar API
Typical scopescalendar.readonly

The problem

Cross-team meetings stall because organisers cannot see availability outside their own group, and manual checks are error-prone. Delegated service accounts can fetch free/busy blocks without leaking sensitive event contents, but must handle scale and API limits.

How it works

  1. Grant domain-wide delegation for calendar.readonly to the service account.
  2. Fetch the list of target users from the directory or a maintained group.
  3. Batch freeBusy.query requests to the Calendar API, grouping users to minimise API calls.
  4. Aggregate results and present only the available slots for all required participants.

What changes

Scheduling across departments becomes a minutes-long task instead of days of back-and-forth, while event privacy is respected.

The trap in this one. The Calendar API's freeBusy.query silently omits users who have not yet logged into Calendar at least once. Their calendars exist in the directory but return empty in free/busy queries, causing missed conflicts. This is not flagged as an error; their slots simply appear free, leading to double-bookings or uncatchable scheduling errors.

Questions people ask

Can this see event details?

No, free/busy access via calendar.readonly only returns time blocks marked as busy, not the event titles or descriptions.

How many users can I query at once?

The Calendar API supports up to 50 calendars per freeBusy.query request. For larger groups, batch requests and respect quota limits.

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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