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Use cases → Scheduling

Create calendar events across the whole organisation

Push events to every user’s primary calendar using domain-wide delegation, handling scale and delivery quirks.

Who it is forIT and automation teams responsible for domain-wide coordination or compliance events.
APIsCalendar API
Typical scopescalendar

The problem

There are times when every user must have a specific event on their calendar—mandatory training, company-wide meetings, or blackout periods. Manual invites are error-prone and do not guarantee placement on every calendar, especially for large domains or when users have RSVP'd No, deleted invites, or unsubscribed from group calendars.

How it works

  1. Enumerate all active users from the directory.
  2. Impersonate each user via domain-wide delegation and call the Calendar API to insert the event directly into their primary calendar.
  3. Track insert status and eventId per user for later updates or audit.
  4. Retry any failed inserts after a sensible backoff, handling rate limits.
  5. Optionally, notify users of the new event via email or chat message.

What changes

Every user receives the event directly on their primary calendar, regardless of their RSVP status or group membership, with a record for audit and update.

The trap in this one. Inserting events via the API with the same iCalUID for idempotency can silently fail to update an existing event if the user has previously deleted it—Google will drop the insert request without error, and the event will not reappear. There is no reliable way to detect this via the API; only an insert followed by a get will reveal the absence. This means 'guaranteed event presence' is not possible if users have ever deleted the item.

Questions people ask

Can I update events later if details change?

Yes, if you stored the eventId or iCalUID per user. However, if a user deletes the event, further updates will not recreate it.

Is there a way to prevent users from deleting the event?

No, Google Calendar does not support undeletable events for regular users. Users always have control over their own calendars.

Want this built?

This is a pattern we run in production. We will set up the delegation and build this on top of it — $500 per hour, most of it working the same day.

Talk to us Or read the setup guide

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