Two-Way Calendar Sync
Two-Way Calendar Sync connects Sessions Health directly with Google Calendar. It exports your Sessions Health schedule to Google and imports personal Google events to block out your availability in Sessions Health.
💡 Before You Begin: Check out our Syncing External Calendars Overview guide and video tutorial to compare sync options and select your client privacy settings.
In this article:
- How Two-Way Sync Works
- Step-by-Step Setup
- Blocking Personal Time (Syncing Other Google Calendars)
- Editing and Deleting Appointments
- Disconnecting or Resetting Two-Way Sync
- Frequently Asked Questions
- Related Resources
How Two-Way Sync Works
Review how information flows between Sessions Health and Google Calendar before setting up your connection:
- Supported Platform: Google Calendar only.
- Work Appointments: Exports to a dedicated secondary calendar named "Sessions Health" in your Google account.
- Personal Events: Imports from Google calendars you own to automatically block availability in Sessions Health.
- Making Changes: Always create, edit, or cancel client appointments in Sessions Health.
ℹ️ All client appointments with 2-way sync must originate from your Sessions Health calendar. Client appointments include your client information, service location, services, billing, notes, reminders, etc., which are all components of your Sessions Health account, not your Google account.
Step-by-Step Setup
Follow these steps inside your account to authorize Google and create your dedicated sync calendar:
- Go to Calendar in the left menu.
- Select the Gear icon in the top-right corner and choose Sync Calendar.
- Select Two-Way Sync with Google Calendar.
- Choose Connect with Google and grant account permissions.
- Name your calendar (defaults to "Sessions Health") and select Start Sync.
- A checkmark appears on the calendar card once finished.
🗓️ Sessions Health requires creating a dedicated secondary calendar in Google rather than syncing directly to your primary email calendar.
Blocking Personal Time (Syncing Other Google Calendars)
After connecting your main calendar, sync secondary Google calendars to block off personal time:
- Scroll to Other Calendars on the Sync Calendar page. (Refresh your browser if they don't appear right away).
- Find any personal Google calendar you own and select Sync.
- Synced events will now block client booking in Sessions Health.
💡 You must be the primary owner of any secondary calendar you sync. Shared or read-only calendars from third parties (like Alma or Headway) cannot block availability.
Editing and Deleting Appointments
Understanding where an event originated ensures your two-way sync remains accurate and active:
- Client Appointments: Always edit, reschedule, or cancel client appointments inside Sessions Health. In Google Calendar, these events display with a lock icon—modifying or moving them directly in Google Calendar breaks your sync or creates duplicate entries.
- Personal Events: Always edit or delete personal events directly inside Google Calendar. Changes made in Google will automatically sync to update your blocked time in Sessions Health.
Disconnecting or Resetting Two-Way Sync
If you need to change client name display settings or fix a stuck sync connection:
- Disconnect: Go to Calendar > Sync Calendar and switch your mode to One-Way Sync.
- Remove Calendar in Google: Open Google Calendar, find Sessions Health under "My calendars" on the left, select Options, and choose Remove calendar.
- Update & Reconnect: Select your new preferences in Sessions Health, switch back to Two-Way Sync, and select Connect with Google.
ℹ️ Need to revoke access? To completely disconnect Sessions Health from Google, log into your Google Account and delete the Sessions Health calendar.
Frequently Asked Questions
Does Two-Way Sync work with Apple Calendar, Outlook, or other EHRs?
No, Two-Way Sync only works directly with Google Calendar. We cannot sync directly with other external EHRs. Use [One-Way Calendar Sync] for Apple Calendar or Outlook.
Do events set to "Busy" in Google Calendar block my online booking availability?
Yes. Sessions Health pulls the "Busy" status from your Google events to automatically block off those times so clients cannot schedule over them during online booking.
Why do canceled appointments disappear from Google Calendar instead of showing crossed out?
Google automatically deletes canceled events to free up that time slot for new bookings. Your complete appointment and cancellation history remains safely saved inside Sessions Health.
Why don't my Alma, Headway, or shared Outlook events show up in Sessions Health?
Sessions Health can only read Google calendars that you fully own with "Make Changes and Manage Sharing" permissions. Third-party platforms often share calendars in "read-only" mode, which prevents Two-Way Sync.
How do I change how client names appear on Google Calendar after setting up sync?
To update client name formatting (e.g., switching to Internal ID), change your display selection in Sessions Health, disconnect Two-Way Sync, remove the calendar from Google, and reconnect.
What if my sync seems delayed, stuck, or showing old events?
Two-Way sync updates in near real time, but occasional delays happen. If updates stop syncing or old appointments remain stuck, follow the steps above under Disconnecting or Resetting Two-Way Sync to reset your connection.
Why do my Sessions Health appointments have a lock icon in Google Calendar?
The lock icon in Google Calendar indicates an un-editable client event managed by Sessions Health. Always edit or cancel appointments inside Sessions Health rather than editing locked events in Google.
Can multiple providers share a single Google account for Two-Way Sync?
No. Each clinician in a practice must use their own individual Google account for Two-Way Sync to prevent schedule collisions and protect client privacy.
Related Resources
For more guidance, see the following resources: