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      Sync Zanda to Google Calendar

      Sync your Zanda calendar with Google Calendar for easy access on all devices. Manage appointments in Zanda to keep Google Calendar updated.

      In this article:

      Overview

      Your Zanda calendar can sync to your Google Calendar. This allows you to quickly see all Zanda business appointments and your personal events, all in one place. You can then use your Google account to sync with the calendar on an iPhone or other smartphone to make it even more accessible and convenient. Plus, in the unlikely event of Zanda being unavailable or you not having Internet access, it can provide you with a backup of your schedule.

      As detailed below, it is important to note that this feature allows you to replicate your Zanda account in your Google calendar. If you need to make changes to your appointments these changes should be made in Zanda, which will then automatically update your Google calendar. Only limited changes made in your Google calendar can be synced back to Zanda  (See "Getting changes from Google back into Zanda" below for more on this).

      Prerequisites

      To get started, you will need an active Google account, which can be either a personal Gmail account or a business account. If you are managing multiple practitioners that require synchronization with Google, we recommend that the Zanda administrator initially link all practitioners to a single primary Google account. This primary account can then easily share access with the individual practitioners as needed. It’s important to note that each practitioner in Zanda can only be linked to one Google Calendar, but sharing access with multiple users is straightforward and can be managed directly within Google.

      Connecting A Zanda Practitioner Calendar to a Google Calendar

      ❗ Important

      Before you continue any further with connecting your Zanda account to Google Calendar  you must log out of the Google account. You can click here to log out.

      To establish the connection between the Zanda calendar and the Google calendar, you need to navigate to the practitioner profile settings.
      1. In Zanda, click the account business name at the top-right.
      2. Select 'Practitioner Profile' from your user menu.


        1. Alternatively, if you do not see the option to select the Practitioner Profile on your user menu, you can navigate to Settings > Team > Practitioner and select your practitioner profile. 
        2. If none of these options are available to you, please reach out to your account administrator or practice manager for assistance. 
      3. Once you opened your practitioner profile menu, click on 'Calendar Sync' tab and select 'Google Calendar'. 

      4. You may enable the 'De-identify client details sent to Google Calendar'. (Please note that this functionality is currently available to customers who log in via my.zandahealth.com. We will release it to the other environments soon).
        1. If enabled, the client names will not be passed to Google, only the initial of the client attending the appointment. 

        2. If the switch is off, the synced appointments will show clients first and last names in Google Calendar.
      5. Then click 'Connect To Google'. This will connect and create a calendar in your Google Account. Zanda appointments from the past 7 days and all future appointments will be synced. This may take up to 20 minutes.

      6. You will be redirected and asked to choose your Google account. 
      7. Sign in, and allow Zanda access to manage your calendars. 
      8. The connection between your Zanda calendar and Google calendar will be established and you will return to your Zanda practitioner profile settings automatically.
      9. In your practitioner profile > Calendar Sync > Google Calendar, you will be able to test the connection to Google, at any time you are unsure if the sync is still functional.


       

      💡Sharing a Google Calendar with other users

      1. In Google, hover over the calendar name and click on the small arrow that appears.
      2. Select Share This Calendar.
      3. Enter the email address of the person you would like to access the calendar and select the level of access that you would like them to have. Click Save.
      4. They will then see the calendar in their Google account. You can revoke the sharing at a later stage if needed.
      5. Click here for the detailed instructions. 

      Getting Changes from Google Back To Zanda

      Clicking on " Get Changes from Google Calendar" will import any new appointments created in the linked Google Calendar, plus it will bring in any changes made to the appointment notes. All other changes are ignored. If you delete or move an appointment in Google, these changes can not be imported back into Zanda.

      ❗ Important

      Please note that as Google Calendar does not store a client database, there is no way to identify which client attended the appointment aside from the text in the appointment title. This means that the appointments are synced into Zanda as personal type appointments where there is no direct link to a client in the system. You will see the name of the event as the appointment title in the calendar.

      Deleting Zanda Calendar in Google

      You can permanently delete a Zanda calendar in your Google Account. It will not delete anything in Zanda. To do this, 

      1. Click the business name in the top-right corner and select 'Practitioner Profile';
      2. In the practitioner profile, select Calendar Sync > Google Calendar;
      3. Click 'Delete Calendar in Google'. 

      ❗ Important Note

      When reconnecting to Google Calendar, please be aware that the sync will only retrieve appointments from Zanda with dates within the last 7 days and the future-dated appointments, similar to the initial connection process.



      Revoking Calendar Credentials

      You can revoke calendar credentials. This will remove the Google Calendar Api authentication details we use to background sync to Google. It will not delete the Calendar in Google and you will be able to reconnect. To do this, 

      1. Click the business name in the top-right corner and select 'Practitioner Profile';
      2. In the practitioner profile, select Calendar Sync > Google Calendar;
      3. Click 'Revoke Calendar Credentials'. 

      De-identifying Client Details Sent to Google Calendars

      ❇️ Note

      This functionality is currently available to customers who log in via my.zandahealth.com. We will release it to the other environments soon.

      By default, when appointments from Zanda are synced to a Google Calendar, the full names of clients are included in the sync. However, users have the option to de-identify these appointments, sending only the initials of clients to Google instead of their full names.

      1. When connecting a practitioner's calendar to their Google calendar for the first time, simply enable the switch above the Connect to Google button. Then continue connecting to Google as instructed above.
      2. Once the connection is established but de-identification is not yet activated, you can enable this feature at any time. Here’s how to do it:
      • Open the practitioner profile > Calendar Sync > Google Calendar and enable the 'De-identify client details sent to Google Calendar' switch and confirm the action by clicking 'Update'. 

      • Enabling this setting will impact all client appointments synced to Google Calendar from this point onwards. This change may take a few minutes to take effect. The client names will not be passed to Google, only the initial of the client attending the appointment. Here is an example of the de-identified appointments synced to the Google Calendar:

      ❇️ User Tip

      If you have already synced appointments to Google Calendar and wish to have those de-identified, after enabling this toggle please

      • delete your Google Calendar on the Zanda practitioner profile settings page


       

      • and create a new calendar.

      This will remove the already synced appointments with client details, and sync de-identified appointments when a new calendar is created in Google.


      Syncing Google Calendar to an iPhone

      These instructions are written for syncing to an iPhone and assume that you have already set up Zanda to sync with a Google Calendar. 

      1. Make sure that you have a Gmail sync setup on your iPhone Calendar.  Some people may use the older style "Exchange" sync for their iPhone Calendar however this is no longer supported by Google for new Calendars. (On your iPhone go to Settings → Mail, Contacts, Calendars and make sure you have a "Gmail" account setup.  If not, then click Add Account to add one in. Save and go back to the home screen.
      2. Go to this page and select the calendars you wish to sync to your iPhone.
      3. Go into your iPhone calendar and click on the Calendars button. You should now see your Zanda calendar, along with your Google Calendar (it may take a few seconds to appear). Select the Zanda calendar and then click Done. Appointments from Zanda will now appear in your iPhone calendar, alongside your other appointments.

      Syncing Google Calendar to an Android Device

      Frequently Asked Questions

      ❓ How long will it take for changes made in Zanda to appear in Google?

      • The expected time to sync the changes is 5 minutes.

      ❓ What information about the appointment will show in the Google Calendar event? 

      •  When a client appointment is exported from your Zanda account to your Google Calendar, the created Google Calendar event will include client name, client mobile phone number (if available), appointment status, appointment start and end times, and appointment notes, as you can see on this screenshot: 


      ❓ How will a group appointment show in Google Calendar? 

      • A group appointment exported from Zanda will create multiple individual events in the same time slot in Google Calendar: one event with the name of the group appointment and abbreviation (GRP), and the start and end times of the appointment, and one individual event per each group participant, showing a client name, their appointment status and the start and end times of the appointment. 


      ❓ My changes made in Google are not appearing in Zanda. 

      • Only some changes are copied, and nothing is copied automatically from Google to Zanda. See "Getting changes from Google back into Zanda" (above) for more information.

      ❓ What if I want one calendar in Zanda to be synced with multiple Google Accounts?

      • See "Sharing the Google Calendar to other users" above.

      ❓ How can this help in the event of an Internet or Zanda outage?

      • In the event of an internet or Zanda outage, new appointments can be made in the Google calendar on your mobile device and then synced back to Zanda at a later stage. These new appointments will show up as Personal Appointments in Zanda. Make notes in the Google appointments so you know the client details. These notes will be synced back to Zanda. If you need to cancel or reschedule an appointment, then it's best to make a note in the existing appointment and make a new appointment for the new time, rather than move it.  That way, the changes will be imported to Zanda when you are back online (you'll need to click on the import button to get the changes back into Zanda).

      ❓What if I make a change in Google?

      • Some changes are able to be transferred from Google to Zanda. See "Getting changes from Google back into Zanda" for more information.  Not all changes are able to be synced because we have no way of telling which system you would like to have priority over the other in the event of a conflict.  Changes to appointment times in Google are not transferred back to Zanda.

      ❓ What are the 3 letter codes that appear after the client's name in Google?

      • This is the appointment status or appointment type in Zanda. Each code refers to a different status or appointment type, as indicated in the table below.

      ❓ Can I sync my Zanda account with my Apple Calendar? 

      ❓ Will appointments that were scheduled for more than seven days in the past sync to my Google Calendar when added to the Zanda calendar?

      • if you add an appointment to your Zanda calendar after its original date—and that appointment occurred more than seven days ago—it will not be synced to your connected Google Calendar. In other words, only recent past appointments (within the last week) or future appointments will automatically appear in Google Calendar.