Calendar Sync

A Google Apps Script for consultants working across two Google accounts. It mirrors meetings from your client-owned calendar onto your main (consultancy) calendar as generic "busy" blocks, so your main calendar reflects your true availability without exposing client meeting details.

How it works

The script runs from your client-owned account and, for the next SYNC_DAYS_FORWARD days:

1. Reads timed events from that account's default calendar (your client calendar).
2. Creates a matching event on your main calendar titled Client Meeting: <CLIENT_NAME>, so your main calendar shows when you're busy but not what the meeting is.
3. Updates the synced block if the original meeting's start/end time changes.
4. Deletes synced blocks whose original meetings no longer exist.

Each synced event carries a hidden tag in its description (SYNC_ID_DIRECT:<event id>) so the script can match, update, and clean up its own events without touching anything else on your main calendar.

Notes:

• All-day events are skipped — only timed meetings are synced.
• Reminders are removed from created blocks (removeAllReminders()).
• The script only manages events it created; other events on your main calendar are left untouched.

Prerequisites

• Two Google calendars: your client-owned calendar (where the script runs) and your main/consultancy calendar (the sync target).
• Your main calendar must be shared with your client-owned account with "Make changes to events" permission — otherwise the script cannot create or edit blocks on it.

Setup

1. Go to script.google.com while signed in to your client-owned account and create a new project.

2. Copy the contents of sync.gs into the script editor.

3. Fill in the two configuration constants at the top of the file:

   Constant	Description
   TARGET_CAL_ID	The email address / calendar ID of your main calendar (where busy blocks are written).
   CLIENT_NAME	The label used in the synced event title (Client Meeting: <CLIENT_NAME>).

4. (Optional) Adjust SYNC_DAYS_FORWARD (default 14) to change how far ahead the script syncs.

5. Save the project.

Running

1. In the Apps Script editor, select the syncClientToPersonal function and click Run.
2. On first run, Google will prompt you to authorize access to your calendars. Approve the requested scopes.
3. Check Executions / the log (View → Logs) to confirm events were created, updated, or deleted.

Automating

To keep the calendars in sync automatically, add a time-driven trigger:

1. In the Apps Script editor, open Triggers (the clock icon).
2. Click Add Trigger.
3. Configure:
   • Function: syncClientToPersonal
   • Event source: Time-driven
   • Type: e.g. Minutes timer → every 15 minutes, or an hourly timer.
4. Save.

Configuration reference

Constant	Default	Purpose
TARGET_CAL_ID	""	Your main calendar's ID (where busy blocks are written). Required.
CLIENT_NAME	""	Name shown in the synced event title. Required.
SYNC_DAYS_FORWARD	14	Number of days ahead to sync.
SYNC_ID_PREFIX	"SYNC_ID_DIRECT:"	Internal tag used to identify synced events. Do not change once events exist.

Caveats

• One-way sync only (client calendar → main calendar). Changes made to synced blocks on your main calendar will be overwritten or removed on the next run.
• Matching relies on the SYNC_ID_DIRECT: tag in the event description — don't edit that line on synced events.
• The sync window is rolling and forward-only; past events are not synced.