Use cases → Scheduling
Sync vacation calendars across the company automatically
Keep a unified, up-to-date calendar of all staff leave by reading individual calendars and updating a shared one via a service account.
| Who it is for | People teams and central ops needing a reliable view of upcoming staff absences. |
|---|---|
| APIs | Calendar API |
| Typical scopes | calendar, calendar.readonly |
The problem
HR and managers need to see who is away, but self-managed calendars drift and manual updates are missed. A centralised view requires accurate, ongoing sync from individual calendars.
How it works
- Delegate domain-wide access to a service account with the required Calendar API scopes.
- Enumerate users and scan for events matching vacation/leave criteria in their primary calendars.
- Write summary events into a shared 'Company Leave' calendar, ensuring each absence is represented once.
- Track mapping of source events to summary entries to handle updates and deletions cleanly.
What changes
Absences are visible in one place, reducing planning mistakes and eliminating the need for manual calendar maintenance.
Questions people ask
Can this handle recurring leave events?
Yes, but recurring event instances must be expanded and tracked individually, as changes to one occurrence may not propagate cleanly to the shared calendar without explicit handling.
How quickly does the shared calendar update after a change?
There can be a delay of several minutes to an hour, depending on how often your sync job runs and API quota limits; real-time updates are not feasible at scale.
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 guideRelated use cases
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