Contents:

• Overview
• Authorizing Google Calendar with LeanData
• Syncing Vacation Data from Google Calendar
• Automatic Daily Sync
• Manual Sync
• Viewing / Modifying Vacation Data
• Error Alerts

 

Overview

The Google Calendar Vacations Integration connects LeanData User Schedules with Google Calendar. This allows you to sync your users' vacation data from Google Calendar—where it's already recorded—and use that information to determine user availability for assignments. This integration eliminates the need to maintain vacation data in two separate platforms and prevents misrouting caused by missing vacation information in LeanData.

Please note: Although the Google Calendar Vacation integration syncs vacation data with LeanData, you must also enable the "Respect User Schedule" setting in routing nodes or round robin pools to prevent reps from receiving records during their vacation. For guidance on configuring Round Robin Pools to respect user schedules, see our Routing - Round Robin Overview article.

 

Authorizing Google Calendar with LeanData

You will be prompted to log into your Google Account. Please allow access to all requested permission scopes.

• 
• Please Note: The user who authorizes the integration must have access to free/busy information for all users' calendars whose vacations you wish to track.

 

Syncing Vacation Data from Google Calendar

After authorizing Google Calendar, LeanData automatically syncs any 24-hour busy block from a user's Google Calendar as vacation time once per day.

LeanData will pull in vacations from Google Calendar for all users who meet the following criteria:

• The user has been routed to via a FlowBuilder graph in the past.
• The admin who authorized the integration has access to view free/busy calendar data for the user. 

LeanData will map users from Google Calendar based on their work email compared to their email address on their User record in Salesforce.

• Once synced, the vacation data will be reflected in People > Settings > Schedules > Vacations.
• Time off data from Google Calendar can be edited in LeanData, but the edits will not be reflected in Google Calendar.
• Vacations that are created in LeanData will NOT be synced back to Google Calendar.
• Edits made to a vacation in Google Calendar will be reflected in LeanData following the next sync.
• If a sync fails, alert emails will be sent to recipients of Monitoring Alerts configured in Admin > Settings > Notifications > Recipients.

 

To manually sync vacation time from Google Calendar, outside of the daily automatic sync, you can do so from the Integration page where you authorized Google Calendar (Integrations > Google Calendar > Update Settings) or you can do so from the Vacations page in LeanData.

From the LeanData App, navigate to People > Settings > Schedules > Vacations tab.

On the Vacations tab, click the Sync Google Calendar Data button to initiate a sync that will pull the most up to date vacation data from Google Calendar into LeanData.

You can also manually Schedule LeanData Vacations directly from this page by clicking Schedule LeanData Vacations. Vacations created manually in LeanData will NOT be synced to Google Calendar.

 

Viewing / Modifying Vacation Data

To view Vacation data synced from Google Calendar navigate to navigate to People > Settings > Schedules > Vacations Tab

On this page you will be able to view all Users who currently have Vacations scheduled. 

Click on a User, and you will be taken to that User's Vacations page, which will display all upcoming Vacations, including both vacations created in LeanData as well as Vacations synced Google Calendar.

Vacations that were created or last modified from Google Calendar will be indicated by a Google Calendar logo the the Last Modified By Column.

By hovering over a vacation, you can edit or delete the vacation by clicking the icons on the far right.

If you edit a vacation, the changes will be reflected in LeanData, but those changes will not be synced back to Google Calendar.

If you need to see a history of the changes made to a vacation, you can download the Override History in the dropdown on the Sync Google Calendar Data button.

Please Note: Once a vacation has been edited or deleted in LeanData, subsequent syncs with Google Calendar will no longer modify that vacation.

 

Error Alerts

If the sync between LeanData and Google Calendar fails, an email alert will be sent to the recipients of your LeanData Monitoring Alerts.

Recipients of Monitoring Alerts can be added from the LeanData App > Admin > Settings > Notifications tab > Recipients sub-tab. 

 

For additional questions please  https://leandata.my.site.com/Leandatahelp/s/contactsupport