Managing business activities like meetings, calls, follow-ups, and tasks in separate systems can make collaboration and tracking less efficient. Teams often switch between their CRM and Google Calendar to keep schedules updated, which increases the risk of missed meetings, duplicate entries, and outdated information.

Horilla CRM’s Google Calendar Integration solves this problem by connecting CRM activities directly with Google Calendar. Once connected, users can synchronize meetings, calls, tasks, and availability schedules between both platforms, ensuring that calendars remain accurate and up to date without manual effort.

This guide explains how to configure and use Google Calendar Integration in Horilla CRM.

What Is Google Calendar Integration?

Google Calendar Integration allows Horilla CRM users to connect their Google accounts and synchronize activities between Horilla CRM and Google Calendar.

After configuration, activities created in Horilla CRM can automatically appear in Google Calendar. Depending on the selected synchronization mode, updates made in Google Calendar can also be reflected back into Horilla CRM.

This creates a unified scheduling experience where users can manage their calendars from either platform without worrying about keeping data synchronized manually.

Benefits of Google Calendar Integration

Integrating Google Calendar with Horilla CRM offers several advantages:

  • Reduce duplicate data entry.
  • Keep meetings, calls, and tasks synchronized automatically.
  • Gain a clear, unified view of schedules across teams.
  • Stay informed with instant notifications whenever calendar events are updated.
  • Select either one-way or two-way synchronization based on your workflow needs.
  • Ensure secure, user-specific calendar connections through OAuth authentication.
  • Keep all scheduling information in one place, reducing administrative effort and allowing teams to focus more on customers, relationships, and business opportunities.

Prerequisites

Before setting up the integration, ensure the following requirements are met:

  • Administrative privileges in Horilla CRM.
  • An active Google account.
  • Permission to use the Google Cloud Console.
  • A publicly accessible HTTPS URL for the Horilla CRM instance if real-time synchronization is required.

Enable Google Calendar Integration

Google Calendar Integration must first be enabled by a CRM administrator.

Navigate to:

Settings → Integrations → Google Calendar

Enable the integration and save the configuration.

Once enabled, users will be able to access Google Calendar settings from their personal settings page and connect their own Google accounts.

Create a Google Cloud Project

Horilla CRM uses OAuth 2.0 authentication to communicate securely with Google services.

Sign in to Google Cloud Console and create a new project specifically for the integration setup.

Provide a meaningful project name, such as:

Horilla CRM Integration

After creating the project, Google Cloud resources can be configured for calendar access.

Enable Required APIs

Within the Google Cloud project, enable the necessary APIs.

Navigate to:

APIs & Services → Library

Enable:

  • Google Calendar API
  • Google Tasks API (optional, for task synchronization)

These APIs allow Horilla CRM to read, create, update, and synchronize calendar information.

The OAuth Consent Screen defines how Google presents your application to users during authorization.

Navigate to:

APIs & Services → OAuth Consent Screen

Create a new consent screen and provide:

  • Application Name – The name displayed to users when authorizing the integration.
  • Support Email Address – The contact email users can use for assistance or support requests.
  • Developer Contact Email – The email address Google uses to communicate important updates and notifications about the application.

Add the required permissions for calendar access and save the configuration.

If the application is still in testing mode, add authorized test users who will use the integration.

Create OAuth Credentials

Next, generate OAuth credentials for the integration.

Navigate to APIs & Services → Credentials in the Google Cloud Console.

Create a new OAuth Client ID and choose Web Application as the application type.

Configure the Authorized Redirect URI by entering the callback URL provided by Horilla CRM. This allows Google to securely redirect users back to the CRM after authentication.

Example:

https://your-domain.com/calendar/google-calendar/callback/

After creation, Google generates a Client ID and Client Secret.

Download the Credentials File

After creating the OAuth client, download the generated credentials JSON file.

This file contains the authentication details required by Horilla CRM to establish communication with Google Calendar.

Store this file securely and avoid sharing it publicly.

Upload Credentials to Horilla CRM

Once the credentials file has been downloaded, upload it to Horilla CRM.

Navigate to:

My Settings → Google Calendar

Upload the downloaded credentials file and provide the redirect URI that was configured in Google Cloud Console to complete the connection setup.

Save the configuration.

Horilla CRM validates the file structure and confirms whether the credentials are valid.

Connect Your Google Account

After uploading credentials, users can authorize their Google accounts.

From the Google Calendar settings page:

  1. Click Connect Google Account.
  2. Sign in to Google.
  3. Review requested permissions.
  4. Approve access.

After authorization, the connected email address will be displayed within Horilla CRM.

The connection remains active unless manually disconnected or revoked from Google.

Select a Synchronization Mode

Horilla CRM supports different synchronization options to accommodate various workflows.

One-Way Synchronization

In one-way mode, activities created in Horilla CRM are pushed to Google Calendar automatically.

Updates made directly in Google Calendar are not synchronized back to CRM records when using one-way synchronization.

This option is ideal when Horilla CRM serves as the primary source of scheduling information.

Two-Way Synchronization

In two-way mode, updates flow between both systems.

Changes made in Google Calendar can create or update activities in Horilla CRM, while CRM changes continue to update Google Calendar.

This option is useful for users who frequently manage schedules directly from Google Calendar.

How Synchronization Works

Horilla CRM to Google Calendar

When activities are created or updated in Horilla CRM:

  • Meetings are created as Google Calendar events.
  • Calls are synchronized as calendar events.
  • Events appear on the connected Google Calendar.
  • Availability and scheduling information remain consistent.

Updates and deletions are also synchronized automatically.

Google Calendar to Horilla CRM

When two-way synchronization is enabled:

  • New Google Calendar events can be imported into Horilla CRM.
  • Event updates are reflected in CRM activities.
  • Changes are synchronized efficiently using incremental updates.

This ensures both systems remain aligned without creating duplicate records.

Monitoring Synchronization

The Google Calendar settings page displays synchronization details such as:

  • Connection status
  • Connected Google account
  • Last synchronization time
  • Webhook status

Users can quickly verify whether synchronization is functioning correctly and identify potential issues.

Disconnecting Google Calendar

If a user no longer wishes to synchronize data, the connection can be removed at any time.

Navigate to:

My Settings → Google Calendar

Click:

Disconnect

Horilla CRM removes stored authentication tokens and stops future synchronization activities while leaving existing calendar events intact.

Google Calendar Integration helps Horilla CRM users maintain a single, accurate schedule across both platforms. By synchronizing meetings, calls, tasks, and events automatically, teams can eliminate manual calendar management and reduce scheduling errors.

Whether your organization prefers a simple one-way sync or full bidirectional synchronization, Horilla CRM provides a secure and efficient solution that keeps calendars aligned and teams productive.

Share this article