Syncing with Google Calendar

Google Calendar sync is managed in Settings → Calendar Sync. In the left sidebar, click Settings (at the bottom). In the settings menu, under General, click Calendar Sync. The connection is personal: each team member connects their own Google account.

When connected, Ona reads only busy and free times from your Google calendars. Busy times appear as grey blocks on your Ona calendar, and patients cannot book those times. Scheduled Ona visits are written to a calendar in your Google account. Your other Google calendars are never modified.

How do I connect Google Calendar?

Use Settings → Calendar Sync to connect the Google account whose busy times should block your Ona schedule.

1. In the left sidebar, click Settings (at the bottom). In the settings menu, under General, click Calendar Sync.
2. In the Google Calendar card, select Connect Google Calendar.
3. Complete the Google consent screen in the tab that opens.
4. Return to Ona after Google finishes the connection.

Ona starts importing your busy times. Your scheduled Ona visits appear in Google shortly after the connection completes.

If your browser blocks the Google tab, allow pop-ups for Ona and select Connect Google Calendar again.

What syncs between Ona and Google Calendar?

On Calendar Sync, reached from Settings at the bottom of the left sidebar under General, the Google Calendar card explains what Ona sends and receives.

Ona reads only busy and free times from your Google calendars. Event titles, guests, locations and descriptions are never imported. Busy times show as grey blocks on your Ona calendar and block patient booking. Google events marked Free do not block bookings; tentative events do.

Scheduled visits are written to a new calendar in your Google account. The calendar appears in the connection card under Visits are written to. Your other Google calendars are never modified.

Whether patient names appear in Google event titles depends on your clinic's privacy setting. If patient names are off, visit titles use patient initials only. If patient names are on, visit titles include the patient's full name.

How do I check my Google Calendar sync status?

Use Settings → Calendar Sync to see which Google account is connected and when Ona last synced.

1. In the left sidebar, click Settings (at the bottom). In the settings menu, under General, click Calendar Sync.
2. Look at the status on the Google Calendar card.
3. Review Google account, Visits are written to, Reading busy time from and Last synced.

The card may show Not connected, Connecting…, First sync in progress…, Syncing…, Connected, Reconnect needed or Sync failing.

If the card says Reconnect needed, Ona can no longer read your calendar because access was revoked or permissions changed. Your last known busy times still block bookings, but they stop updating until you reconnect.

How do I sync Google Calendar again?

Use Sync now from Settings → Calendar Sync when you want Ona to refresh your busy times from Google.

1. In the left sidebar, click Settings (at the bottom). In the settings menu, under General, click Calendar Sync.
2. In the Google Calendar card, select Sync now.
3. Wait while the button shows Syncing….

When the sync finishes, Ona updates your calendar. If the sync fails, Ona shows Sync failed with the error Google returned when one is available.

How do I reconnect Google Calendar?

Use Reconnect from Settings → Calendar Sync when Ona says Google access needs attention, or when you want to change the Google account connection.

1. In the left sidebar, click Settings (at the bottom). In the settings menu, under General, click Calendar Sync.
2. In the Google Calendar card, select Reconnect.
3. Complete the Google consent screen in the tab that opens.
4. Return to Ona after Google finishes the connection.

Ona refreshes the connection and starts importing busy times again.

How do I disconnect Google Calendar?

Disconnect from Settings → Calendar Sync when Google busy times should no longer block your Ona schedule.

1. In the left sidebar, click Settings (at the bottom). In the settings menu, under General, click Calendar Sync.
2. In the Google Calendar card, select Disconnect.
3. In Disconnect Google Calendar?, review what will happen.
4. Select Disconnect.

Busy times from Google disappear from your Ona calendar, and those hours become bookable by patients again. Visits already written to your Google calendar stay there.

How do owners and admins manage Google Calendar privacy settings?

Owners and admins can set clinic-wide Google Calendar rules in Settings → Calendar Sync. Team members who can open the page can view these settings, but only owners and admins can change them.

1. In the left sidebar, click Settings (at the bottom). In the settings menu, under General, click Calendar Sync.
2. In Privacy settings, turn Sync visits to Google Calendar on or off.
3. Turn Include patient names in Google events on or off.

When Sync visits to Google Calendar is on, visits are written to connected members' Google calendars. When it is off, connected members still have Google busy times read into Ona, but scheduled visits are not written to Google.

When Include patient names in Google events is on, the patient's full name appears in the Google event title. When it is turned off, existing future events are rewritten to use initials.

What can't I do here?

On Calendar Sync, reached from Settings at the bottom of the left sidebar under General, Google Calendar sync has these limits:

• The Google Calendar card is for your personal calendar connection.
• Staff and clinicians can view the clinic's Google Calendar privacy settings, but only owners and admins can change them.
• When clinic-wide visit sync is off, visits are not written to members' Google calendars.
• Disconnecting removes Google busy times from Ona, but visits already written to Google stay there.
• Ona does not import Google event titles, guests, locations or descriptions.

Common questions

Does Ona read my Google event details?

No. Ona reads only busy and free times. It does not import event titles, guests, locations or descriptions.

Why do some Google events not block booking?

Google events marked Free do not block bookings. Tentative events do block bookings.

Where do Ona visits appear in Google?

Scheduled visits are written to the calendar shown under Visits are written to in the Google Calendar card.

What happens if I decline access at Google?

Ona cancels the connection and nothing is connected. Select Connect Google Calendar again if you want to try again.

Why does Ona say I need to reconnect?

Ona shows Reconnect needed when it can no longer read your calendar because access was revoked or permissions changed. Select Reconnect to restore the connection.