Google Calendar Integration

GCI for Crew

The RentalPoint Google Calendar Integration (GCI) for crew is a quick way to connect with your technicians, whether freelance or staff, and give them a quick and accurate look at upcoming scheduled tasks. If your rental bookings in the RentalPoint system include crew tasks, then this GCI will be useful to you.

When your technicians are at home, or at the office, they can use any web browser to check their appointment schedule. When they're on the go, they can see their calendar appointments from anywhere they have Google Calendar access.

Once configured, technician assignments entered on the crew tab of a booking in RentalPoint

Will display in Google Calendar

GCI for Bookings

The RentalPoint Google Calendar Integration (GCI) for bookings offers your approved contacts the option to view upcoming bookings on the go via any browser without access to the rest of your system!

Once configured, you can see your RentalPoint bookings

Posted to Google Calendar on save  (The colours used in the calendar match the confirmed status colours from RentalPoint as set up in RentalPoint custom viewing parameters)

System Requirements

Any system capable of running RentalPoint3 is capable of running the RentalPoint3 GCI. The GCI requires an always-on high-speed internet connection, and uninterrupted connectivity. The minimum RentalPoint software version for this server is v12.0.23.22 Rev: 6075. 

Google Calendar Configuration

Create a new Google account separate from your personal or work account, so that it can be used for your Google Account Integration with RentalPoint https://support.google.com/mail/answer/56256?hl=en

To set up your first Google Account

1. Open Google Chrome  https://accounts.google.com  

To add an additional Google Account

1. Open Google Chrome and sign into your Google account on a Mac or PC.
   1. Tap your profile icon in the top-right corner of the window.
   2. Select "Add another account."
   3. Click on "Create account."
   4. Pick the type of account you want to add from the drop-down.
2. Once you have your account, goto the developers console  https://console.cloud.google.com/
3. Create a project for RPCalendar
4. Then select the project
5. The screenshots below are current at the time of article publication. Text for each step has also been provided since Google may change their screenshots with the evolution of their software.
6. Goto 'Enable APIs and Services'
7. Enable the Google Calendar API
8. Once enabled, you'll need to create credentials that will be used to integrate RP3 with your calendar.  The type of data you will be accessing is considered 'User Data'
9. To access your credentials, you'll need to configure your OAUTH consent screen
10. Use your own support email address
11. Your OAUTH consent screen for RP3 Calendar is 'External
12. Add your own company support email for your calendar integration
13. 
14. 
15. Create your OAUTH credentials

Substitute the highlighted section of the URl below for the link we provided you to access RentalPoint3. The address in the screenshot below is simply an example.  If you are unsure what to use, please contact support@rentp.com

https://mycompany.rentalpointsoftware.com:5443/CalendarAuthCallback/IndexAsync

This OAuth would be restricted to test user, see below.  So go to OAuth and publish

Next follow the steps for RentalPoint Configuration below.

RentalPoint Configuration

If you don't see the Google Calendar Integration option below, check with your system administrator

First check 'Enable Google Calendar Integration'

Then configure your settings for what you would like to see in Google Calendar.  Unchecked  options will not be sent to the calendar.

Use the fields on the right to create the content of the email you would like to send to crew members when they are assigned to a booking.

Use the fields on the right to create the content of the email you would like to send to email recipients when a new booking is posted to the calendar.

Then create a calendar account

Set up a separate Calendar in Google Calendar if needed

Configure Calendar for Bookings

Configure your calendar account using the same email you used for Google Calendar setup above, then save and connect.

Once you've set up or changed your calendar scope, use the 'Re-sync' option to send/remove items from your calendar.

The booking scope you set up under Calendar Settings will be used to decide what bookings should be posted to your Google Calendar

You only need one technician below to activate the integration for a 'Bookings' calendar.  However if there are any users in your company that would like an email anytime a booking is added to the calendar then set them up here.

You could also set up many bookings calendars for different booking status if different teams are responsible for bookings at a different status.

Configure Calendar for Crew

The Technician Links and email notifications set up in this account will only be used techncians assigned to bookings.  The crew events will be posted to the calendar selected for each crew member.

• Crew calendar postings are based on crew dates on the crew tab of the booking
• Check 'send email notifications' if each assigned technician should get an email when assigned to a job
• Add a technician link for each technicians information that should be posted to the calendar.  Each time that technician is assigned to a job in RentalPoint, their information will be posted to the calendar they are set up under.  
• The deletion behaviour you set up under Calendar Settings will be used to determine if crew assignments removed from bookings are deleted from the calendar or simply marked as deleted on your Google Calendar.

Once you've set up or changed your calendar scope, use the 'Re-sync' option to send/remove items from your calendar.

Server Status

Displays the status of the current integration with Google Calendar

Operator Privilege

Only system administrators will need access to configuring Google Calendar Integration, so there is an operator privilege to limit access.

Re-Sync Google Calendar

Following a service interruption or when setting up a new calendar, use the re-sync option to populate events to your calendar

Access the Google Calendar Integration via Setup-->Lists

Select the calendar to re-sync

Connect to the calendar, then Re-sync

TroubleShooting

When the GCI is working correctly a support person should be able to confirm that a credentials file is stored against the email address in the RentalPoint data folder on the server.