Synchronize classroom slots with Google Calendar

  • Updated

Who can use this feature?

  • Everyone can use this feature, however, it must be enabled by your Client Success Partner (CSP) or Solution Architect (SA).
  • For Live Solution users, there is optional functionality allowing you to make changes in Google Calendar and have those changes integrate back into 360Learning. Contact your Account Manager for more information.

Synchronize your classroom slots and updates from 360Learning to Google Calendar! This integration allows you to:

  • Synchronize classroom slots and updates from 360Learning to Google Calendar.
  • Synchronize RSVP responses from Google Calendar to 360Learning.
  • [Live Customers Only] Synchronize changes made to the Google Calendar event (date, time, description, etc.) back to 360Learning.

Upon activation in a given 360Learning group, the integration will:

  • Create events in Google Calendar based on upcoming classroom slots for paths owned by the group.
  • Update those events when you change the slots in 360Learning.
  • Check Google Calendar for RSVP responses every 30 minutes, then bring over the RSVP responses from Google Calendar to 360Learning.
  • Delete those events in Google Calendar each time you delete the synchronized classroom slots in 360Learning.

RSVP Responses

We sync RSVP responses in two different ways for this integration:

  1. If a learner updates their RSVP status, either in 360Learning or via the emails that we send out from our platform, we will push this RSVP response to Google (as long as their emails match in the two platforms).

  2. If a learner updates their RSVP status in Google Calendar, we will catch that update in our integration and push the change to 360Learning.

Event Description

We include a simple message in the description of events in Google Calendar. We use the Optional Message from a classroom slot, then include a link back to the Path Session so the user can access the classroom block within the platform with ease.

Timezones

We create the events in Google Calendar based on the timezone configured on a classroom slot. We will honor this timezone wherever we can and pass it over to Google Calendar so that anyone who is looking at an event can see what timezone it is scheduled in.

Google Calendar will display the event in the user's timezone.

Emails 

360Learning sends an email notification to learners when they are registered for a classroom slot, and when the event is updated or cancelled in 360Learning.

When the Google Calendar integration is enabled for a given group, the email notifications for paths that are owned by that group don't include a calendar attachment in ICS format. The event details are automatically shared on Google Calendar. 

Enable the integration

This feature must be enabled by your 360Learning Client Success Partner (CSP) or Solution Architect (SA).

Step 1: Choose the target groups in 360Learning

First, choose the 360Learning groups where the Google Calendar integration will be enabled. Consider the following:

  • When you activate the integration in a given group, the children groups do not inherit the integration. If you wish to include the children group, you must activate the integration in those groups as well.
  • The integration will create meetings based on the owner group of a path for a given classroom block.

The owner group of a path session doesn't influence which calendar the classrooms are synchronized to. Only the owner group of the path.

Once you've selected your target groups, note down the target groups' IDs (see Find the ID of a group).

Step 2: Contact us

Please reach out to your 360Learning CSP or SA with the following information:

  • Integration name: Google Calendar
  • 360Learning Groups IDs: The identifiers of the target groups where the Google calendar integration will be enabled.

Step 3: Activate the integration in the groups

Once the integration is enabled by your CSP or SA, you can activate the integration on the target groups' settings page.

  1. In the left sidebar of the homepage, click on a group.
  2. At the top right of the main section, click settings.svg Settings.
  3. Go to the Integrations page.
  4. Click Google Calendar.
  5. Click Sign in with Google.

CleanShot_2023-04-25_at_18.13.53_2x.png

Step 4: Add your Google Calendar ID

After you have completed the initial authentication with Google, you will be prompted to add your Calendar ID.

  • Each group in 360Learning can synchronize classroom slots with only one Google calendar. 
  • The same Google calendar can be used for multiple 360Learning groups.

The Google calendar should be a group calendar that is created in Google specifically to store the classroom slots for the integration. Make sure you share the group calendar with at least one user with admin permissions in your Google Workspace account. This way, the group calendar is not linked to a specific user’s account.

To find your Google Calendar ID:

  1. Open Google Calendar.
  2. Find the calendar you would like to use under My calendars.
  3. Click the Options menu (three vertical dots) next to the calendar.
  4. Click Settings and Sharing.
  5. On the left side of the screen, click Integrate calendar.
  6. Copy the Calendar ID.
  7. Click Save.

Once you have added your calendar ID, you'll be taken to a Google pop-up where you will authenticate with Google, and then grant 360Learning access to your calendar.

After we receive authorization from Google, we perform an initial sync and automatically add all upcoming slots in 360Learning to the connected Google Calendar.

We will add any classroom slots that take place in the future and all the learners who are in the classroom slot will be added to the event in Google Calendar.

Disable the integration

To disable the Google Calendar integration:

  1. Select the group you would like to disable the integration for.
  2. At the top right of the main section, click settings.svg Settings.
  3. Go to the Integrations page.
  4. Click Google Calendar.
  5. Click Deactivate.
  6. Click CONFIRM.

Re-authenticate the integration

If you disable the integration on a calendar, we will no longer update the calendar when changes are made in 360Learning. However, if you re-authenticate the integration, we will re-do the first integration you see above.

If you have made changes to the events in Google Calendar (i.e., new descriptions, dates, added a new learner) these will be overridden with what is present in 360Learning, as we will consider our system the source of truth for the first integration.

Live Solution

Integrate from Google Calendar to 360Learning

Live Solution customers have optional access to an additional piece of functionality - you can synchronize changes made to your events in Google Calendar to 360Learning.

Every 30 minutes, we will check Google Calendar and synchronize any changes back to 360Learning.

If you have a classroom admin who needs to make changes in Google Calendar instead of 360Learning, you can turn this feature on and make all of your changes in Google Calendar.

More information

Field Mappings

Google Calendar 360Learning
Title Slot Title
Date Slot Date
Slot Start Time Slot Start Time
Slot End Time Slot End Time
Timezone Slot Timezone
All Day N/A
Repeating Event N/A
Location Location/URL
Notification(s) N/A
Color N/A
Visibility N/A
Busy/Free N/A
Description Description
Guests Learners
Rooms N/A
Guest Permissions

N/A

 

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