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Google Calendar

The Google Calendar integration keeps your HIPAAtizer appointment scheduling and your Google Calendar in sync. Once connected, HIPAAtizer checks a worker's Google Calendar before displaying available time slots, so if the worker is busy, that time won't be offered to patients. When a patient books an appointment, HIPAAtizer automatically creates a corresponding event in Google Calendar. You can also enable Google Meet links and invite the client as a guest.

info

This integration applies to the Appointments feature. It is not related to form data or submissions.

Prerequisites​

Before you begin, make sure you have:

  • An active HIPAAtizer account with the Appointments feature configured (at least one worker, service, and schedule set up).
  • A Google account to connect. One Google account is connected per HIPAAtizer account, and its calendars become available to assign to individual workers.

Step 1: Connect Your Google Calendar Account​

This is a one-time setup at the account level.

  1. Go to Integrations (top menu) → Integrated Accounts → Google Calendar.
  2. Click Connect Google Calendar.
  3. You'll be redirected to Google to authorize the connection. Sign in and grant the requested permissions.
  4. When authorization is complete, you'll land back in HIPAAtizer with the connection confirmed.
tip

After connecting, you can return to this page at any time to manage or revoke the integration under Manage Google Calendar integration.

Step 2: Enable Google Calendar for a Worker​

After connecting your Google account, enable the integration for each worker whose calendar you want to sync.

  1. Go to Appointments → Settings → Workers.

  2. Find the worker you want to configure and click the Edit (pencil) icon.

  3. Scroll down to the Google Calendar Integration section.

    If your Google account is connected, you'll see a "Google Calendar is connected" confirmation and the email address of the connected account.

  4. Check Use Google Calendar availability for this worker.

  5. In the Google Calendar dropdown, select which calendar HIPAAtizer should check for this worker's availability. The dropdown lists all calendars the connected Google account has write access to, so you can pick any calendar the worker uses (personal, shared team calendars, resource calendars, etc.).

  6. Click Update to save.

Once enabled, HIPAAtizer checks both HIPAAtizer's own appointment schedule and the selected Google Calendar when a patient tries to book. A time slot is offered to the patient only if it is available in both places:

  • Free in the HIPAAtizer schedule (worker, service, and business hours configuration), and
  • Free in the worker's selected Google Calendar.

If the slot is busy in either one, it is hidden from the Appointment component.

Step 3 (Optional): Enable Google Meet and Guest Invites​

Within the same Google Calendar Integration section on the worker's edit panel, you can enable two additional options:

Add Google Meet video conferencing: When checked, HIPAAtizer automatically generates a Google Meet link for each booked appointment and includes it in the Google Calendar event.

Add client as a guest to the Google Calendar appointment: When checked, the patient's email address is added to the Google Calendar event as a guest. The client will receive a Google Calendar invitation directly.

Check either or both options, then click Update.

note

The Add client as a guest option requires the patient to provide an email address when booking. The email is collected automatically by the Appointment component.

How It Works​

Once configured, the integration runs automatically every time a patient books through a HIPAAtizer form that includes the Appointment component:

  1. Availability check: Before showing time slots, HIPAAtizer queries the worker's Google Calendar. A slot is offered only if it is free in both the HIPAAtizer schedule (worker, service, business hours) and the worker's Google Calendar. Any time blocked in Google Calendar (events, meetings, out-of-office, etc.) is excluded from the available slots shown to the patient.
  2. Event creation: When the patient confirms a booking, HIPAAtizer creates a new event in the worker's Google Calendar with the appointment details.
  3. Google Meet link (if enabled): A Meet link is generated and added to the calendar event.
  4. Guest invite (if enabled): The patient receives a Google Calendar invitation at their email address.
  5. Reschedule and cancellation sync: If the appointment is rescheduled or cancelled in HIPAAtizer, the corresponding Google Calendar event is updated or removed automatically. The worker's calendar always matches the current state of the appointment in HIPAAtizer.

Troubleshooting​

The worker's Google Calendar section shows "Google Calendar is not connected"​

The Google Calendar account has not been authorized at the account level yet, or the connection was revoked.

Go to Integrations → Integrated Accounts → Google Calendar and click Connect Google Calendar to authorize or re-authorize the account. Once connected, return to the worker's settings and the integration section will activate.

Busy times in Google Calendar are still showing as available​

Make sure Use Google Calendar availability for this worker is checked and the correct calendar is selected in the Google Calendar dropdown. The dropdown lists all calendars associated with the connected Google account: confirm you've selected the calendar the worker actually uses.

If the setting is enabled and the calendar is correct, check whether the busy events in Google Calendar are marked as Busy (not Free). Events set to "Free" do not block availability.

Google Calendar events are not being created after bookings​

Verify that the Google Calendar connection is still active under Integrations → Integrated Accounts → Google Calendar. OAuth tokens can expire or be revoked, so if the connection was interrupted, re-authorize the account.

Also confirm that the worker has Use Google Calendar availability for this worker enabled, as this setting controls both availability checking and event creation.

The client is not receiving a Google Calendar invitation​

Confirm that Add client as a guest to the Google Calendar appointment is checked for the worker. Also check that the Appointment component on the form collects the patient's email address: the invite is sent to the email provided at booking.

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