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Use cases → Scheduling

Report on calendar availability across users in a domain

A delegated service account queries multiple calendars to produce a report of who is free or busy over a given window.

Who it is forResource coordinators or central scheduling teams needing to scan availability across many calendars at once.
APIsCalendar API
Typical scopescalendar.readonly

The problem

Arranging meetings or coverage across a team means checking everyone's calendar, but Google Calendar's UI and sharing model make it awkward to view dozens at once. Manual checks are error-prone, and exporting data is tedious.

How it works

  1. A service account, with domain-wide delegation, impersonates each user and fetches their primary calendar events for the reporting window.
  2. The automation parses events, handling recurring and all-day entries, to build a per-user free/busy timeline.
  3. It aggregates everyone’s availability and outputs a report—CSV, spreadsheet, or dashboard—showing who is free, busy, or tentative.
  4. Edge cases (private events, out-of-office, secondary calendars) are marked in the report.
  5. The process is run on demand or scheduled as needed.

What changes

Coordinators get a reliable, up-to-date snapshot of team availability without opening dozens of calendars by hand.

The trap in this one. Free/busy information for some users may lag due to Calendar API's internal caching: newly created or updated events can take several minutes to appear in API results, even if visible in the web UI. This means the report can silently miss last-minute changes, especially if run immediately after updates. For critical coordination, always warn users of this gap, and consider a short delay or re-query for recent events.

Questions people ask

Does this require users to share their calendars?

No. Domain-wide delegation allows the service account to read everyone's primary calendar, regardless of their sharing settings.

Can it include secondary calendars or shared resources?

Yes, but you must explicitly enumerate those calendars—the default is only the user's primary calendar. Resource calendars can be queried if their IDs are known.

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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