Google Calendar
If your company uses Google Calendar to plan work, Deratix can also write planned protocols into Google calendars. The office keeps planning interventions in Deratix, while the dates can also appear in the company calendar or in the technicians’ calendars.
When to use synchronization
Synchronization is most useful when:
- the office plans visits in the protocol calendar,
- technicians follow their day in Google Calendar,
- the company wants a shared overview in one company calendar,
- you need a planned protocol to reach the technician’s working day without manual retyping.
Note: Synchronization is optional. If you do not use Google Calendar, protocol planning in Deratix works without it.
Connecting the company Google account
The administrator first connects the Google account whose calendars will be used. After connecting, they select the target company calendar or the calendars assigned to technicians.
When disconnecting the account, you can decide whether events created by Deratix stay in the Google calendar or should be removed before disconnecting.
Where protocols should be synced
In the Where to sync protocols setting, choose one of the modes:
| Mode | When to use it |
|---|---|
| Company calendar only | The company wants one shared calendar for the intervention plan |
| Technicians’ calendars only | Each technician should have their assigned interventions in their own calendar |
| Company and technicians’ calendars | The office needs a shared overview and technicians also want their own daily plan |
If you choose a mode with technician calendars, you set a calendar for each technician. Next to a technician you can see whether the Company Google account or the technician’s Personal Google account is used.
A technician’s personal Google calendar
If the administrator enables Allow technicians to use a personal Google Calendar, a technician can connect their own Google account in their settings and pick a calendar for their assigned protocols.
The technician finds this option in My settings → Integrations. If the administrator has not allowed personal calendars, the technician sees an explanation that the personal Google calendar is not available because of the company setting.
This setting is practical when technicians already use their own Google Calendar and you do not want to change how they follow their day.
Which protocols are written
Deratix synchronizes planned protocols according to the company rules. The administrator can decide whether draft protocols and protocols under review should be written as well.
Rules for finished states are also available:
- for a sent protocol, you can keep the event, mark it as done, or remove it,
- for a canceled protocol, you can keep the event, mark it as canceled, or remove it,
- the event can also include the internal instruction for the technician from planning.
After connecting the account, you can backfill future protocols into the calendar and run a check to see whether the events in Google Calendar have changed in the meantime.
Things to watch out for
- Synchronization requires an active Google account connection and a selected target calendar.
- If a technician has no calendar set, the behavior depends on the chosen mode and company rules.
- Save rule changes first. Only then run the manual backfill or the calendar check.
- Access to these settings depends on your permissions set by the administrator.
Related topics
- Protocol calendar — planning interventions in Deratix
- Follow-up visits and inspections — creating a follow-up protocol after sending
- Integrations overview — other integrations in Deratix