See your Gearboxly appointments in Google Calendar

Google Calendar is optional. Gearboxly has its own calendar, and everything works without connecting anything. If you also want your appointments on your phone or in Google Calendar, pick the option that fits, or use both. Both are in Settings, then Calendar.

Calendar link

A private link your calendar app subscribes to. Works with Google Calendar, Apple Calendar and Outlook. One click, no sign-in. Apple and Outlook check about every 15 minutes. Google only checks every several hours.

Google Calendar sync

Gearboxly sends each appointment to your Google account, usually within about a minute of it being booked, moved or cancelled. Google Calendar only. The owner or a service writer connects it once with Google.

Both are one way, from Gearboxly to your calendar. Moving or deleting an event in Google never changes anything in Gearboxly.

1. 1Open Settings, then Calendar.
2. 2Choose Turn on the calendar link.
3. 3Choose Add to Google Calendar and confirm. On an iPhone, iPad or Mac, choose Add to Apple or Outlook instead. In Outlook you can also paste the link under Add calendar, then Subscribe from web.

Your appointments now show up as a calendar named after your shop.

Keep the link private. It works like a password for your schedule, so anyone who has it can see what is on it. If it is shared by mistake, choose Make a new link: the old one stops working at once and you add the new one to your calendars. Turn it off stops the link for everyone.

Each person can also open My account and choose Make my calendar link. Their link shows only the jobs and pickups assigned to them. An owner or manager can replace or turn off anyone's link under Settings, then Calendar.

1. 1Open Settings, then Calendar, and find Google Calendar sync.
2. 2Choose Connect Google Calendar and sign in with the Google account whose calendar you want to use. The owner or a service writer can do this. Mechanics cannot.
3. 3Google asks for one permission: to make a calendar called Gearboxly appointments and manage events on it. Approve it.
4. 4Gearboxly sends the next 90 days of appointments. After that it keeps Google up to date on its own.

Gearboxly creates its own separate calendar called Gearboxly appointments and only works inside it. It cannot see your other calendars, and it only changes events it created itself.

The Settings, then Calendar page shows who connected it. A small health panel also shows the connected Google account, when the last appointment was sent, how many are waiting, how many are on Google, and, if something is wrong, what it is in plain words.

Sent

Appointments, follow-ups and blocked time, with the day, time and length, the service, the vehicle, the customer's concern, the repair order number if there is one, and a link back to Gearboxly. Appointments that are waiting for you to confirm show as tentative.

Never sent

Estimates never appear. Declined requests and requests held as spam are removed. Prices, totals and customers' email or street addresses are never included.

Minimal privacy (recommended)

The customer's first name, the vehicle and the service.

Full privacy

Adds the customer's last name and phone number. Anyone you share the Google calendar with will see them.

You can also colour events by status: unconfirmed yellow, completed green, no-show grey. With the calendar link, no-shows show as cancelled, and you can choose to add a Pickup due entry for each repair order that has a promised time.

Appointments more than 30 days in the past, or more than a year ahead, are left exactly as they are in Google.

Under Settings, then Calendar, choose Disconnect. Gearboxly tells Google to forget the connection, deletes the saved sign-in and stops sending. The Gearboxly appointments calendar and the events already on it stay in your Google account. Delete that calendar in Google if you do not want it. You can also remove Gearboxly under your Google account's third-party access.

If I move an event in Google, does it change in Gearboxly?

No. It is one way. Edits you make to those events in Google are replaced the next time the appointment changes in Gearboxly. Change the time in Gearboxly.

How fast is it?

Google Calendar sync usually takes about a minute. The calendar link depends on your calendar app and is slowest in Google.

What if I delete the Gearboxly appointments calendar in Google?

Gearboxly notices the next time it sends something, makes a new Gearboxly appointments calendar and sends everything again. If it does not recover, choose Sync everything now.

What if I delete one event in Google?

You choose under Settings, then Calendar. Either Gearboxly puts it back the next time that appointment changes, or it leaves it deleted. Sync everything now brings back events you chose to leave deleted.

What does Sync everything now do?

It sends the next 90 days again and fixes any differences. It never creates duplicates.

Is Google Calendar required?

No. It is optional. Gearboxly works fully on its own.

Google says Access blocked

Try again from the Google account you are connecting from. If the account belongs to a company Google Workspace, its administrator may be blocking new apps, and they will need to allow Gearboxly. If it keeps happening, contact us.

Needs reconnecting

Google ended the connection, for example because Gearboxly was removed in your Google account's permissions. Choose Reconnect Google Calendar and sign in again. Appointments keep saving in Gearboxly the whole time, and anything changed meanwhile is sent after you reconnect.

Nothing appears after adding the link

Wait a few hours, since Google is slow to fetch subscribed calendars, and check the calendar is ticked in Google Calendar's left-hand list. Last fetched under Settings, then Calendar shows when a calendar app last read the link.

The link stopped working

Someone chose Make a new link or Turn it off. Open Settings, then Calendar and add the current link again.

An appointment is missing

Estimates never appear. For the link, make sure the appointment's status is one the calendar is set to show.

Google busy or could not be reached

Appointments are saved in Gearboxly and sending is tried again on its own.