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Use cases → Scheduling

Update holiday calendars across an entire organization

Push new public holidays or company events to every user's calendar using a delegated service account, avoiding manual updates and missed dates.

Who it is forIT or operations teams managing company-wide scheduling consistency.
APIsCalendar API
Typical scopescalendar

The problem

Rolling out new holiday dates or correcting existing ones means every user must receive consistent updates, but manual imports or invites are error-prone and do not scale. Delegated service accounts allow you to automate this across all calendars, but the update process must be reliable to avoid users missing key dates.

How it works

  1. Use a delegated service account with the calendar scope to impersonate each user.
  2. Read or insert the holiday events directly into each primary calendar, using a unique eventId to ensure idempotency.
  3. Detect and update or remove outdated holiday events as dates change.
  4. Log each operation per user to track success and identify failures.

What changes

All users receive the correct holiday events in their calendars, changes propagate automatically, and there is a record of which calendars were successfully updated.

The trap in this one. The Calendar API does not guarantee immediate consistency: if you update an event and then read it back within a few seconds, you may see stale data or a 404 due to eventual consistency. This leads to duplicate or missing events if your job retries too quickly or does not account for propagation delays. Stagger updates and always check for propagation before retrying on apparent failures.

Watch it explained

“How to share a Google Calendar in Gmail or Google Workspace?” — The Gmail Playbook on YouTube. Third-party video, included because it covers this ground well. We are not affiliated with the channel.

Questions people ask

Can I just share a single 'company holidays' calendar instead?

You can, but many users hide secondary calendars, and mobile clients do not always show them by default. Direct inserts ensure visibility.

How do I avoid creating duplicates if the job is interrupted?

Use a deterministic eventId for each holiday when inserting events; the Calendar API will upsert rather than create duplicates.

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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