Available on Scale and legacy Enterprise plans.
New to this? Google Calendar Integration (set up in My calendar)
Feature overview
What
Incorporate both planned project work and shared Google Calendar events in Planning views (Workload Planner, Schedule, Overview) to get the most accurate view of team availability.
Why
  • Ensure planned work reflects real-world availability.
  • Reduce manual cross-checking between calendars.
  • Prevent overbooking and scheduling conflicts.
Who
  • Individual users connect their Google Calendar and share events so they appear in Planning views.
  • Managers and admins use these synced events to plan accurately in Workload Planner and Schedule.
When
Have team members connect and share their Google Calendar before creating or updating resource schedules, so availability includes meetings and time off.

Before you start

  • Each user must connect and share their own Google Calendar.
  • Sharing is on by default the first time a user connects; users can change this any time.
  • Only Google Calendar events with two or more invitees are synced to Planning views.
  • Event privacy and capacity rules:

    • Private events appear as “Busy.”
    • Capacity includes events you’re attending (Yes/Maybe/Pending) and out-of-office events.
    • Declined events don’t count toward capacity.
See how to connect Google Calendar for the full setup, including granting sharing permissions.
Keep in mind
  • If a user opts out of sharing, managers cannot enable it on their behalf.
  • Teamwork.com syncs Google Calendar changes about every 5 minutes. Large calendars or Google API limits may cause brief delays.

Manage sharing (Google Calendar → Planning)

For users: Control whether your Google Calendar events are included in Planning views.
When enabled, events you accept (Yes/Maybe/Pending) and out-of-office appear as unavailable time in Planning views when the Adjust availability based on calendar data filter is active.

  1. Click your profile icon → My apps.
  2. Open Google Calendar and toggle Syncs Google events to your availability in the Planning areas on/off.
    my apps google calendar settings with toggle to share your availability in planning areas

Need to stop sharing altogether? See Disconnect Google Calendar.

Plan capacity with calendar events

For admins and managers: Plan team capacity with users' work (tasks) and events in mind.
Shared Google Calendar events appear in the Unavailable time row, visually distinct from internally created unavailable time.
 
Planning Schedule view: Unavailable time row with Google Calendar events

Adjust availability based on calendar data

To include shared events in capacity calculations:
  1. Select Planning from the main menu.
  2. Open Workload Planner, Schedule, or Overview.
  3. Click Filter (top-right).
  4. Enable Adjust availability based on calendar data.
  5. Expand a user to review their Unavailable time and plan assignments around known commitments.
    Planning filters panel with 'Adjust availability based on calendar data' enabled
When this filter is on, capacity automatically reflects both allocated work and scheduled meetings/events.

Explore events

Google Calendar events appear in each user's Unavailable time row in Workload Planner and Schedule.
  • Each day shows a single Google Calendar entry totaling time from qualifying meetings (two or more invitees you’re attending) and out-of-office.
  • These hours roll up into the user’s daily capacity.
  • Click the entry to open a slide-out with the full day’s Google Calendar schedule.

schedule timeline with user's project allocations and unavailable time with google calendar events

Click the entry to open a slide-out panel detailing the user's full Google Calendar schedule for the day. 

schedule google calendar events slide-out panel with full day's events
You can’t edit another user's events directly. If a teammate is at capacity and you need them for new work, ask them to decline non-urgent meetings in Google Calendar. Their available capacity will refresh after the next sync.

Best practices

  • Encourage team setup: Ask all relevant team members to connect and share their calendars before major projects.
  • Use filters wisely: Exclude non-work events to keep Planning views focused.
  • Review quarterly: Reconfirm sharing settings and capacity filters regularly.

Troubleshooting

  • Authorization or permission error: Re-authorize in Apps & integrations or My apps → Google Calendar. If needed, disconnect then reconnect (see Disconnect Google Calendar).
  • Events not showing: User must enable sharing in My apps → Google Calendar, and planners must enable Adjust availability based on calendar data in Planning views. Managers/admins cannot enable sharing on another user’s behalf.
  • Only some events show: Events must have two or more invitees. Private events appear as “Busy.” Declined events are excluded.
  • Too much unavailable time: Ask the user to decline non-work meetings in Google Calendar.