The first thing you'll need to do before setting up the integration is to ensure the event manager is registered on your Looop account using their corporate Google workspace account (e.g john@company.com). If the email address you're using does not match the one for your company's Google workspace account, then you won't be able to sync the calendar.

Once you've checked the emails match Looop and your Google workspace account, contact Looop Support to enable the Calendar integration for your account.

How to synchronise

First, the event manager should create a calendar for your Looop events inside a corporate Google workspace. The event manager should be using the same corporate email address in Looop.

(Use the instructions on how to create and share Google workspace calendars by this link Create & share a group calendar - Google Workspace Admin Help

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The Google Calendar should then be shared to other Looop event managers.

The event manager then goes to: Calendar settings → Integrate calendar:

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Copy the entire string from the field 'Сalendar ID' under 'Integrate calendar'

Head to Looop → Account settings → Authentication → Calendar integration and tick the checkbox 'Enable Google calendar sync':

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Insert the copied string from 'Integrate calendar' into the 'Сalendar ID' field in Looop:

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Select the 'Save and authenticate' button:

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A pop-up window will appear requesting permission for Looop to access the company's Google calendar, select 'Allow':

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Please note all users integrating their events with their Google calendar will need to give Looop access.

How to publish an event

Create an event as you normally would in Looop. Once you click 'Publish' a window that says 'Connect to Google Calendar' will appear. Select confirm to sync the event with Google calendar or cancel to only have the event on Looop:

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Event ownership

Once you publish an event in Google calendar, it can be managed from the Google account that has permission to edit the event. We do not recommend using the 'Change event ownership' option in a Google account, as it will delete the event in Looop.

How to add attendees to the event

An attendee who wants to see the event in their primary Google calendar should subscribe to the calendar for company’s Looop events. Subscriptions can be made using either a personal or a corporate Google calendar. Please follow your company's acceptable use policies.

After publishing an event in Google calendar for your Looop events, it will push the event to the attendees primary calendars. Attendees will be notified via Looop's email RSVP message.

How to delete a connected calendar from Looop

The event manager should go to Looop → Account settings → Authentication → Calendar integration and select 'Revoke':

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How to add a facilitator to the event

The event manager can assign a facilitator to run the event when creating an event or after the event has been published. To do this, go to The Event → Details → Event facilitator:

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Click on the field and enter the first name or surname of the person to be assigned as a facilitator:

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Choose the required user from the dropdown list that appears:

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If the event is published, the facilitator’s account is displayed in the list of event’s attendees. If the event is in a 'Draft' status, the facilitator is saved in the event but not displayed):

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Please note:

  • A facilitator who wants to be notified via Google calendar should subscribe to the calendar for the company's Looop events.

  • Subscriptions can be made using either a personal or a corporate Google calendar.

  • Please follow your company's acceptable use policies.

  • After publishing an event in Google calendar for the company’s Looop events, it will push the event to the facilitator's primary calendar. If the facilitator is not on attendees list in the event, they will be notified via Looop's email RSVP message.

Google Meet

Once you've synced your Google Calendar, you'll spot an option to enable Google Meet in your events:

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When selecting this, your Google Meet link won't appear until after you have published the event and selected confirm to the 'Connect to Google Calendar' pop up that appears:

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Go back to the main event page to view the event with the Google Meet link:

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The link can be copied or clicked directly, and you can also view it in your Google Calendar:

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Please ensure your shared calendar is set to only allow users to view events, rather than being able to edit them. More details can be found here.

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