Google Calendar
Connect Google Calendar to Flo so confirmed Book a Session bookings show up on your Google calendar, outside appointments can block bookable times, and fans can get a Google Meet link when you are not using Zoom for that session.
Google Calendar is optional. Bookings still confirm if Google is off or fails — you would handle the calendar and video link yourself.
Bookings require Creator+
Book a Session needs Creator, Pro, or Studio. See Bookings overview. See also Integrations overview.
What Google Calendar does in Flo
| When | What Flo does |
|---|---|
| You connect Google | Flo links to your Google account (your Google email shows on the tile when available) |
| A fan picks a date | Flo reads busy times on your primary Google calendar so existing events can hide conflicting slots |
| A fan confirms a session | Flo creates an event on your primary calendar with the session time, you, and the fan as attendees |
| Video link | If Zoom is not connected (or Zoom did not produce a link), Flo can add a Google Meet link to the event and to booking emails |
| With Zoom connected | Flo still creates the calendar event, but the Zoom link is used instead of Meet — see Zoom |
| Reschedule | Flo removes the old calendar event and creates a new one for the new time (when Google is still connected) |
| Cancel | Flo tries to delete the calendar event |
Flo uses your creator timezone from Settings → Availability for event times and for how “busy” days are calculated.
Connect Google Calendar
Open Integrations
Dashboard → Settings → Integrations (under Advanced in the settings sidebar).
Find the Google Calendar tile
Category: Calendar. On the tile: Create calendar events and Google Meet links when fans book sessions.
Connect
Click Connect. Sign in with the Google account whose calendar you want Flo to use (usually the one you check every day).
Approve access
Google asks you to let Flo manage calendar events and see when you are busy. Complete the prompt. If you cancel or deny, Flo shows Could not complete connection. Try again or reconnect from the provider.
Connected
You return to Flo with Google Calendar connected. The tile shows a green dot, your Google email when Google shares it, and when you connected.
After you are connected
| Action | What it does |
|---|---|
| Configure | Opens Google Calendar in a new tab — your Google account (not Flo settings) |
| Disconnect | Removes Flo’s access; new bookings will not create calendar events or use Google for busy times |
Use the Google account that owns the primary calendar you want on your schedule. Flo does not let you pick a secondary calendar in the dashboard today.
Busy times and your availability
Google Calendar and Settings → Availability work together:
| Source | What it controls |
|---|---|
| Availability (Flo) | Your working hours, buffers, and minimum notice — Availability |
| Google Calendar (when connected) | Events already on your primary calendar count as busy when fans choose a date |
So a dentist appointment, school run, or hold on Google can close slots on your Flo page even if you did not create that block inside Flo.
How fresh is “busy”?
When a fan clicks through dates on your booking widget, Flo caches busy times for speed — usually within about 8 minutes of what Google shows. If you just added something to Google, it might take a few minutes before that day looks fully blocked on Flo.
When someone actually books, Flo checks Google again with a live read so a last-second conflict is less likely to slip through.
If Google is unreachable, Flo falls back to Flo bookings only for blocking slots — your page still works, but external calendar busy times might be missed until Google works again.
Calendar events Flo creates
After a booking is confirmed (paid or free):
| Field | What fans and you see |
|---|---|
| Title | Your session name (the booking offer title) |
| Time | Start and end from the booked slot and duration |
| Attendees | The fan’s email and your creator email (when Flo has them) |
| Description | Notes that it is a Flo booking, plus the fan’s note if they left one |
| Location / join | If Zoom created a link first, that Zoom URL is in the event. Otherwise Flo requests Google Meet on the event when possible |
Flo does not send a separate invitation email from Google for that calendar event. Fans still get Flo’s confirmation and reminder emails — treat those as the main instructions and join link.
You should see the event on calendar.google.com under the connected account’s primary calendar.
Google Meet vs Zoom
| Setup | Video link on the booking |
|---|---|
| Google Calendar only | Google Meet when Google returns a Meet link on the event |
| Zoom only | Zoom link — no Flo-created Google calendar event |
| Google + Zoom | Calendar event on Google with the Zoom link inside (Meet is not added when Zoom succeeds) |
Full detail: Zoom.
What fans and you receive
Flo emails (main channel)
- Fan confirmation with session time and Join (Meet or Zoom label based on the URL)
- Reminders before the session when enabled
- ICS calendar attachment includes the join URL in the description when Flo has it
Google Calendar app
- You see the session on your Google calendar
- The fan is listed as an attendee on the event Flo created; they may also add it from the ICS attachment in email
Do not assume the fan got a native Google invite — rely on Flo’s confirmation email for the join link.
In the Bookings dashboard
On Dashboard → Bookings:
- Upcoming bookings show a Meet or Zoom chip on the meeting link when present
- Join meeting opens the stored URL when the booking is confirmed
If Zoom failed but Google succeeded, you may see Meet even though you expected Zoom — check Integrations and run a test booking.
Paid and free sessions
Google Calendar runs the same for paid and $0 sessions — as soon as the booking is confirmed (including after payment for paid offers).
Flo Payments is separate. Google Calendar does not collect money.
Reschedules
When a fan reschedules from their manage booking link:
- Flo tries to delete the old Google Calendar event
- Flo updates the booking time in Flo
- Flo creates a new event (and new Meet or Zoom link as applicable)
Check that the new event looks correct in Google Calendar after a reschedule test.
Cancellations
When a booking is cancelled:
- Flo tries to delete the Google Calendar event
- The booking’s calendar link is cleared in Flo
If deletion fails, you may see:
We could not remove a session from your Google Calendar
Please delete the event in Google Calendar if it still appears.
Remove any leftover event manually in Google Calendar if needed.
Details: Cancellations.
Reconnect required
If you revoke Flo in Google Account permissions or access expires, the tile shows Reconnect required:
- New events and busy blocking stop until you reconnect
- Reconnect — sign in again (Google may ask for consent again)
- Remove connection — clear the row, then Connect fresh
Past bookings keep old links in email until you cancel or reschedule.
When Google Calendar does not run
| Situation | Result |
|---|---|
| Not connected | Booking confirms; no auto calendar event; no Google busy blocking |
| Connected but event create failed | Booking still confirms; fan email may lack a link or only have Zoom if Zoom worked |
| Busy fetch failed | Slots use Flo rules + Flo bookings only |
| Only Zoom connected | Zoom link possible; no Google calendar event |
Run a test booking after connecting.
What Google Calendar does not do
| Not included | Notes |
|---|---|
| Product or course sales | Bookings only |
| Replace Availability settings | You still set weekly hours in Flo |
| Secondary calendars | Primary calendar only |
| Two-way sync of every edit | Flo creates/deletes around bookings; arbitrary edits in Google are not mirrored back into Flo |
| Automatic fan refunds on cancel | See Cancellations |
Troubleshooting
| Issue | What to try |
|---|---|
| Connect fails | Finish Google consent; use the account that owns your main calendar; try another browser |
| Reconnect required | Reconnect or disconnect and connect again; check Google Account → Third-party access |
| Fan got Meet but you wanted Zoom | Connect Zoom and keep it active — Zoom |
| No Meet link | Google sometimes omits Meet; connect Zoom as backup; paste instructions in your offer description |
| Slot still open during a Google event | Wait a few minutes for busy cache; confirm the event is on primary calendar, not a secondary calendar Flo does not read |
| Double-booked | Rare edge case if Google was down at book time — cancel one booking and adjust manually |
| Event still on calendar after cancel | Delete in Google Calendar; read the dashboard notice with the event ID |
| Wrong timezone on event | Fix Settings → Availability timezone before new bookings |
Quick checklist
- Creator+ plan and a live Book a Session offer
- Settings → Availability — correct timezone and hours
- Settings → Integrations → Google Calendar → Connect (right Google account)
- Optional: Zoom if you prefer Zoom over Meet
- Add a test event on Google → confirm that day loses slots on your public booking page (may take a few minutes)
- Test book → event on Google Calendar + link in fan email
- Test cancel once so you know cleanup behavior
Related
- Integrations overview — connect, disconnect, combined behavior
- Zoom — Zoom links and precedence over Meet
- Availability — Flo working hours and buffers
- Bookings setup — offers and blocks
- Managing bookings
- Reminders
- Cancellations