To sync a person's Equip events to their Google Calendar or Outlook, open their profile, select Edit Profile & Settings, open Calendar Settings, turn on Enable Event Syncing and save. From then on, every event they are registered for is created in the calendar they sign in to Equip with, kept up to date when the event changes, and removed when they are unregistered or the event is deleted. It is one-way: nothing from Google or Microsoft comes back into Equip.
Participants are called Clients, Students, Residents or Explorers depending on your account type; this article says participant.
Who can sync
A user's events sync only when all three are true:
The user signs in with Google or Microsoft SSO. Email-and-password users cannot sync; give them a calendar subscription instead.
That provider is enabled for the account under Account Settings > Authentication > SSO Providers. Events sync through the provider the user signs in with: Google users sync to Google Calendar, Microsoft users to Outlook.
Enable Event Syncing is on for the user on their Calendar Settings page. It applies to team members and participants alike.
If any one is missing, Equip silently skips that user when syncing. No error is shown.
Turn on syncing for one user
Administrators, and team members who can edit the user, do this on the web.
Open the user's profile.
Select Edit Profile & Settings.
Open Calendar Settings.
Under Event Syncing, turn on Enable Event Syncing.
Select Save.
The Event Syncing section appears only for users who sign in with Google or Microsoft SSO. The Calendar Settings tab appears only when calendar subscriptions are turned on for the account by the Equip team; if the tab is missing, ask us to enable it.
Auto-enable syncing for new users
Open Account Settings.
Open Calendar Settings (shown once at least one SSO provider is enabled).
Turn on Auto-Enable Event Syncing for New Users.
Optionally turn on Enable for Everyone to switch syncing on for every existing user now.
Select Save.
Auto-enable applies to users invited after you save. Enable for Everyone turns the toggle on for every current team member and participant; those who do not sign in with SSO still will not sync.
How it works
Registration creates the calendar event, including for users added to an existing event later, and for every occurrence of a recurring event.
Event edits update it: title, description, start or end time, all-day setting and location.
Unregistering or deleting removes it from the connected calendar.
Runs in the background shortly after the change. If Google or Microsoft is rate limiting, Equip waits and retries for several hours rather than dropping the change.
Equip stays the source of truth. Changes made in Google Calendar or Outlook do not update Equip.
Limits and what the errors mean
Turning Enable Event Syncing off stops new events and updates; events already placed in the calendar stay there.
Only events the user is registered for after syncing is on are sent. Earlier registrations are not backfilled.
A user who sees a Google authorization error (for example "unauthorized_client") when signing in or connecting should contact Equip support; we are tracking an issue affecting Google connections for some customers.
Large recurring series are pushed gradually to stay within Google's and Microsoft's limits, so the last occurrences can take a while to appear.
FAQ
Is calendar syncing the same as a calendar subscription?
No. Syncing writes events directly into the user's connected Google or Microsoft calendar. A subscription is a read-only feed URL any calendar app can follow.
Who can use calendar syncing?
Team members and participants who sign in with Google or Microsoft SSO, on an account with that provider enabled under Account Settings > Authentication, and with Enable Event Syncing on in their Calendar Settings. All three are required.
Does syncing bring Google or Microsoft events into Equip?
No. It is one-way from Equip out. Equip does not read outside calendars, and edits made in Google or Outlook do not change the Equip event.
Can I turn syncing on for everyone at once?
Yes. In Account Settings > Calendar Settings, turn on Auto-Enable Event Syncing for New Users, then Enable for Everyone, and save.
The toggle is on but events are not showing up. Why?
Check the user signs in with Google or Microsoft rather than a password, and that the same provider is enabled under Account Settings > Authentication. Only registrations made after syncing was turned on are sent. If Google shows an authorization error, contact support.
Why don't I see the Calendar Settings tab or the Event Syncing section?
The Calendar Settings tab needs calendar subscriptions enabled for the account by the Equip team. The Event Syncing section inside it appears only for users who sign in with Google or Microsoft SSO.
Related
Should I use calendar syncing or a calendar subscription?
Subscribe to an Equip calendar in Outlook, Google or Apple Calendar
What is the Calendar, and who can see which events?