Daylite is the Apple CRM and project management solution for Mac, iPhone, and iPad. With Google Calendar Sync, you connect your Daylite calendar directly with Google Calendar: events are automatically kept in sync in both directions, so you can keep working flexibly in Google Calendar without giving up Daylite's team visibility, linking, and workflows.
Table of Contents
- What is Google Calendar Sync?
- Setting up Google Calendar Sync
- How does Google Calendar Sync work?
- Removing Google Calendar Sync
- Deleting or disabling a synced category
- Frequently Asked Questions
What is Google Calendar Sync?
Google Calendar Sync is a two-way synchronization between a Google calendar and a Daylite category. Events created in a synced Google calendar automatically appear as events in Daylite – and, in turn, Daylite events with the linked category appear in the associated Google calendar. Changes are automatically pushed in both directions; there's no fixed sync interval, since any change made in either app triggers the sync.
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Good to know:
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Setting up Google Calendar Sync
Enabling Google Calendar Sync for your company (Admin)
Before users can set up their own calendar syncs, a Daylite administrator has to unlock the feature once for the entire company.
- Go to Daylite > Preferences > Calendar Integration > Calendar Sync and click Manage Calendar Sync, or open my.daylite.app/settings/calendar-sync directly.
- Click Enable Calendar Sync for Your Company.
If any devices in the company are still on an unsupported version of Daylite, you'll be asked to either update them or remove them from the company account. Removing a device deletes its offline database and prevents it from signing in again until Daylite has been updated. Once no incompatible devices remain, Calendar Sync can be enabled.
Adding a Google calendar to the sync
Once the feature is enabled for your company, each user sets up their own syncs:
- Go to Daylite > Preferences > Calendar Integration > Calendar Sync and click Manage Calendar Sync, or open my.daylite.app/settings/calendar-sync.
- Click Add Google Account and follow the prompts to sign in to your Google account.
- Click Add Calendar to Sync.
- Choose a Google calendar and a Daylite category, then click Next.
- Import Google Contacts into Daylite is enabled by default. Turn this option off if attendees of Google events shouldn't automatically be created as Daylite contacts.
- Review your sync settings and click Add Calendar Sync.
- The sync status will first show Importing (from Google Calendar to Daylite) and Exporting (from Daylite to Google Calendar). Depending on the number of events to sync, this can take a little while.
- Once the status changes to Last Synced, the import is complete and the synced events are visible in both apps.
Disabling Google Calendar Sync for your company
Only a Daylite administrator can disable Calendar Sync for the company. Doing so does not stop syncs already in progress – it simply prevents any new syncs from being set up:
- Go to Daylite > Preferences > Calendar Integration > Calendar Sync and click Manage Calendar Sync, or open my.daylite.app/settings/calendar-sync.
- Click Disable Calendar Sync…
- Confirm by clicking Disable Calendar Sync.
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What happens to existing syncs? Disabling Calendar Sync does not stop syncs that are already running. Events that have already been synced remain in both apps, and existing syncs keep running – no new calendar syncs can be created, that's all. To actually stop an individual sync, the person who set it up needs to remove it. See Removing Google Calendar Sync. |
How does Google Calendar Sync work?
How does pairing work?
During setup, you choose a Google calendar and a Daylite event category to sync with each other. This pairing determines where synced events appear in both apps:
- Events in the selected Google calendar appear in Daylite as events with the chosen category.
- Daylite events with the chosen category appear in the selected Google calendar.
- Changes made in Daylite or Google Calendar are automatically pushed to the other app.
- Past, future, and newly created events are all part of the sync.
What is synced – and what isn't?
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Synced
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Not synced
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*Attendees: Google attendees ("guests") are synced into Daylite, but the actual invitations continue to be managed by Google. Attendees added to a Daylite event are not pushed to Google – this prevents people from being invited twice. Invitations are always managed by whichever app the event was originally created in.
**Reminders: Daylite reminders of type "Message" and "Email" are pushed to Google; otherwise Google uses its default notification. Google notifications are not synced back to Daylite.
How many calendars can I sync?
Each sync links exactly one Google calendar to exactly one Daylite category. You can set up a sync for every Google calendar you own. The following rules apply:
- Each of your own Google calendars must be paired with a different Daylite category – two of your own calendars can't sync to the same category.
- The same category can, however, be used by several team members. If you and a colleague each sync a Google calendar with the "Client Meetings" category, that's fine.
- Only Google calendars you own yourself can be synced.
- How many calendar syncs you can set up may depend on your Daylite plan.
Who can use Google Calendar Sync?
Google Calendar Sync is enabled by a Daylite administrator at the company level and is then available to all users. Administrators cannot restrict the feature to individual users – it's either active for the whole company or inactive. Once enabled, each user connects their own Google account and sets up their own syncs.
Working with synced events
Creating a synced event
A synced event can be created either in Daylite or in Google Calendar. It's automatically pushed to the other app and can be edited in either one. The app the event was created in determines where external invitations are sent from, and which fields remain editable in Daylite afterward.
- In Daylite: create an event and choose a category that's synced with your Google calendar.
- In Google Calendar: create an event and choose a calendar that's synced with a Daylite category.
External invitations are always sent and managed from the app the event was originally created in.
Editing a synced event
Synced events can be edited in both Daylite and Google. However, if an event was created in Google, the following fields cannot be edited in Daylite:
- Category
- Owner
- Delegate
- Google Meet links
When editing an event that originated in Google, Daylite shows a banner explaining which fields are editable.
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Changing the category of a synced event Changing the category of an event created in Daylite has the following effects:
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Conflict handling
If the same event is changed in Daylite and Google Calendar at the same time, or an event changes before the previous sync has finished, a sync conflict can occur. In that case, the most recent change always wins.
Linking Daylite objects to a synced event
Records and activities can be linked to synced events just like to regular Daylite events. Linked objects appear in the Activity view and give your team full context on any meeting. These links are not pushed to Google Calendar.
Managing event visibility
When setting up a Google calendar sync, you can specify that all events from that Google calendar are marked "Private" as soon as they're brought into Daylite. Otherwise, synced events are visible to the whole Daylite team by default. Each event's permissions can be adjusted at any time – private, public, or visible to specific people and teams. As with any private Daylite event, other users will still see that an event exists, but not its title or details.
Removing Google Calendar Sync
Removing a calendar sync disconnects a Google calendar from its associated Daylite category. Events are no longer transferred between the two apps afterward, and the category becomes available for another sync – or can be deleted.
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Important: When you remove a sync, you'll be asked what should happen to the events that have already been synced:
Your Google calendar itself is never deleted or unsubscribed from. You can only remove syncs that you set up yourself. If a user is deactivated, that automatically removes all of their Google Calendar syncs. |
What happens when I remove a sync?
Keep copies of synced events (default)
Every synced event remains in both Daylite and Google Calendar – so you keep a full history in both apps. Since the connection no longer exists, a change made to one copy afterward is no longer pushed to the other, which means the two copies can drift apart over time.
Delete copies of synced events
Events are removed from the app they were synced into, and remain only in the app they were originally created in. Neither app retains any record of what happened in the other, and any Daylite links, notes, or files you added to an event that originated in Google are lost along with the event.
Choosing Keep copies means you lose nothing – everything stays exactly where it is, in both apps. Choosing Delete copies, on the other hand, means you lose the Daylite side of everything that originated in Google: linked contacts, opportunities, projects, or tasks, along with related notes and files, are deleted together with the event. Events originally created in Daylite are never deleted this way – they are simply removed from Google Calendar in every case.
Removing a calendar sync
- Go to Daylite > Preferences > Calendar Integration > Calendar Sync and click Manage Calendar Sync.
- Click Delete next to the calendar sync you want to remove.
- Choose Keep Copies of Synced Events or Delete Copies of Synced Events and click Delete Calendar Sync.
The sync stops immediately, and the associated category becomes available for a new sync right away.
You cannot remove a calendar sync set up by another user – each user manages only their own syncs. If the person has left the company, deactivating their Daylite user account automatically removes all of their Google Calendar syncs.
Disconnecting a Google account completely
Disconnecting a Google account removes every calendar sync that uses that account. The steps are the same as removing a single sync:
- Go to Daylite > Preferences > Calendar Integration > Calendar Sync and click Manage Calendar Sync.
- Click Delete next to the Google account you want to disconnect.
- Choose Keep Copies of Synced Events or Delete Copies of Synced Events and confirm.
The account and all of its calendar syncs are removed from Daylite. To use it again, add it back via Add Google Account and set up your syncs again.
Deleting or disabling a synced category
A Daylite category that's synced with a Google calendar is protected from deletion: Daylite blocks the deletion so the sync isn't interrupted unintentionally. To delete the category anyway, every sync linked to it must first be removed.
How to delete a category linked to Google Calendar Sync
- Remove the Google Calendar sync that's linked to the category.
- Go to Daylite > Preferences > Categories and select the category you want to delete.
- If the category is no longer locked, remove it as usual with the Minus button.
If the lock remains, another user is still syncing with that category. In that case, everyone involved needs to follow the same steps until every Google Calendar sync for that category has been removed.
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An alternative to deleting Often it's enough to rename the category or change its color instead of removing a sync. Keep in mind that the new name and color apply to every object already tagged with that category (events, contacts, projects, tasks) as well as to every team member who uses it – let the team know beforehand. |
Frequently Asked Questions
Why don't I see the option to add a Google calendar?
Google Calendar Sync hasn't been enabled for your company yet. A Daylite administrator needs to unlock the feature before anyone can connect a Google account.
I'm an administrator, but I can't enable Calendar Sync
A user in your company is running an unsupported version of Daylite. You'll be asked to update it or remove the affected devices from the company account. Once no incompatible devices remain, Calendar Sync can be enabled.
Can I sync a calendar that's been shared with me?
No. Only Google calendars you own yourself can be synced.
Can I set up multiple calendar syncs?
Yes. A sync can be set up for each of your own Google calendars, as long as each one is paired with a different Daylite category.
How long does the initial import take?
That depends on how many events are in the calendar – large calendars can take a little while. The sync status shows progress from "Importing" and "Exporting" through to "Last Synced" along with the time of the last sync.
Do I have to import my Google contacts?
No. "Import Google Contacts into Daylite" is enabled by default, but you can turn it off during setup if you don't want Google attendees created as Daylite contacts.
I paired the wrong category. How do I fix that?
Remove the sync and set it up again with the category you want. See Removing Google Calendar Sync.
How often does the sync run?
As needed. As soon as a change is made in Daylite or Google Calendar, the sync starts automatically – there's no fixed interval. You can see the time of the last sync in the Calendar Sync settings.
Are past events synced too?
Yes. All events – past and future – in the Google calendar and the Daylite category are part of the sync.
What happens in Daylite if an event is deleted in Google Calendar?
The event is moved to the trash in Daylite. You can restore it via Window > Trash in Daylite.
Is an event moved to the trash in Daylite also deleted in Google?
Yes. Moving an event to the trash in Daylite deletes the corresponding event in Google Calendar.
Does Google distinguish between canceled and deleted events?
No. Google treats deleted and canceled the same way. In both cases, the event is moved to the trash in Daylite.
Can duplicate events occur?
Under normal use, duplicates shouldn't occur, since each sync rule links exactly one Google calendar to one Daylite category and keeps both sides in step. If duplicates do occur, please contact our support team.
What happens to my events if I remove a calendar sync?
You'll be asked whether the synced events should stay in both apps, or whether the synced copies should be deleted. See Removing Google Calendar Sync.
Can I set up a sync again later after removing it?
Yes. If you chose Delete copies when removing it, any Daylite links previously added to Google events are permanently lost. If you chose Keep copies, Daylite tries to match the old events with the returning ones – if a match is missed, the same event can end up appearing twice in the calendar.
Does removing a sync delete my Google calendar?
No. "Delete copies" only removes the events Daylite created there. "Keep copies" doesn't change anything in Google.
Why can't I delete a synced category?
Synced categories are protected from deletion so a Google Calendar sync isn't silently broken. Deleting the category would silently end the sync for everyone connected to it. Once every sync linked to the category has been removed, it can be deleted as usual.
How do I find out whose Google calendars are synced with a category?
Select the category in Daylite's category settings. The Calendar Sync field shows the calendars linked to it; the dropdown menu lets you see each individual connected calendar.
A colleague who was synced with this category has left the company – am I blocked now?
No. Deactivating a user account automatically removes all of their Google Calendar syncs, including the lock on the category.
Do I even need to delete the category?
Often not. You can rename it or change its color instead, without touching any sync – just remember that the change applies to everything already tagged with the category and to everyone who uses it.
Is my calendar data shared with third parties?
Google Calendar Sync connects your Google account directly to your Daylite account. Daylite does not share your calendar data with third parties. For details on how Google handles your data, see Google's Privacy Policy.