Send appointments to Google Calendar

Turn a date field on your contacts into real Google Calendar events, so a site visit you book in Raion Hub appears in the right person’s calendar. Allow about 15 minutes to set up, once.

Before you start

A Google account connected to this workspace — see Capture Google Form responses as leads for the one-off connection. The tabs on this page do not exist until an account is connected
Your role includes the Social Integration permission
At least one date field on your contacts — an appointment, a site visit, a demo. Only date fields can become events. See Choose a field type and Add, edit and remove a field

Steps

Open the Calendar tab

From the sidebar, Automation → Integrations → Google, then the Calendar tab. Three sections are stacked in the order you set them up: Where events go, Calendars, and Team.

Switch on the date field you want in Google Calendar

Where events go lists one row per date field on your contacts — Turn on a date field and every change to it creates or moves a Google Calendar event. Each field has a default calendar; exceptions below send some leads elsewhere.

Flip the switch beside the field. The line under its name changes from Not synced to No exceptions, which is what “on, and nothing special applies” looks like.

From then on, setting or changing that date on a contact creates or moves its Google Calendar event.

If the list reads No date fields yet — Add a date field to your leads database - an appointment, a site visit, a demo - and it will appear here to sync. — there is nothing to switch on yet. Create the field first.

One row per date field. The line under the name tells you whether it is syncing

Choose which calendar those events land on

With the switch on, a dropdown appears at the right of the row. It starts on Lead owner’s own calendar, and every named calendar you have added is listed under it.

Lead owner’s own calendar means each event is created on the calendar of whoever owns that contact, using that member’s own Google connection — each member’s events land on their own calendar.
A named calendar means every event from this field goes to that one shared calendar, whoever owns the contact.

For most teams, Lead owner’s own calendar is the right answer and you can stop here. A shared calendar is for a diary the whole team reads — see Add a shared calendar.

Switching a field off and on again resets it to Lead owner’s own calendar. If you had pointed it at a shared calendar, that choice is gone and you have to set it again.

Check that everyone who owns leads has connected Google

Scroll to Team — Events for a lead are created on its owner’s own Google account, so every member who owns leads needs to connect. A shared calendar only works for the people it is shared with in Google.

The table has three columns: Member, Google and Can book on. The Google column is the one that matters: a green Connected, an amber Not connected, or a red Reconnect needed. If anyone is not connected, a warning sits above the table — 2 members have not connected Google. Events for their leads won’t be created.

Each member connects their own Google from this page, signed in as themselves.

Once everyone reads Connected, the setup is done: book a date on a contact and the event appears in the owner’s Google Calendar.

An amber Not connected here is the most common reason a calendar sync appears to do nothing

A member who has not connected their own Google gets no events at all for their leads. Nothing fails loudly, nothing lands in anyone else’s calendar, and the Calendars section above looks perfectly healthy. If appointments are going missing for one person and not another, check the Team table first.

What the Team table is telling you

Can book on reads	What it means
Nothing yet	They have not connected their own Google, so none of their events are created
Could not check - their Google connection needs renewing	Their connection has expired. They reconnect from this page
Own calendar, then a green pill per shared calendar	Working. Those are the calendars their events can reach
Own calendar … · not shared: Site visits	Working, but that shared calendar has not been shared with them in Google

Sharing happens in Google Calendar, not in Raion Hub. Raion Hub can only tell you who a calendar is shared with; giving someone access is a change you make on Google’s side.

On a large workspace the table can be capped, and a line at the end then says how many members it showed. With no members at all it reads No members yet — Invite your team, then each member connects their own Google from this page.

Add a shared calendar

A named calendar is for events the team reads together — a site-visit diary, a demo calendar. The Calendars section holds them — the calendars your fields and booking rules can put events on. Events for a member’s own leads can always go to that member’s own calendar without one.

The table shows each calendar’s Google colour as a dot, its Raion Hub name, and three columns: Calendar, Status and Who can book.

Anything that stops working sorts to the top of this table and is never hidden, because its events would not be created

Press Add calendar and choose one of two rows:

Row	Sub-line	Use it when
Link an existing calendar	One the connected account can already write to	The calendar already exists in Google
Create a new one in Google	Made on the connected account, then linked	You want a fresh calendar and do not want to leave Raion Hub

Link an existing calendar opens Link a calendar. The Calendar dropdown lists the connected account’s writable calendars, with the account’s own default marked (default). Name it (optional) — placeholder Site visits — is the name your team picks by inside Raion Hub. Press Link calendar and the toast reads Calendar added.

Create a new one in Google opens New calendar in Google. Type a Name and press Create calendar — Created on the connected Google account, so that account owns it. Share it with your team in Google to let their events land here. The toast reads Calendar created.

Two things follow from that note, and they catch people out:

A calendar created here belongs to the connected Google account, not to the workspace. If that person leaves, the calendar leaves with them.
A shared calendar only works for the people it is shared with in Google. Creating or linking it in Raion Hub does not share it. Open Google Calendar and share it with your team, then the Who can book column catches up.

A calendar can only carry one Raion Hub name, so one that is already linked is not offered in the dropdown again. If every calendar on the account is linked, the dialog says so: Every calendar on this account is already linked. Create a new one under Add calendar → Create in Google.

Rename, repoint or remove a calendar

Click a calendar’s row to open its details. On a phone each calendar is a card rather than a table row; tapping it does the same thing.

Name is editable in place. Type, then press Enter or click away and it saves — the toast reads Renamed., and Esc puts the old name back. Renaming is safe - everything pointing here still does. A blank name gives A calendar needs a name you can recognise.
Who can book lists every member with Can book, Not shared, Not connected, or Reconnect needed beside them, so you can see exactly who is missing and why.
Change calendar points the Raion Hub name at a different Google calendar — Everything using Site visits follows. Booked events stay put.
Remove asks Remove this calendar? — Fields, rules and AI agents can no longer use Site visits. Nothing is deleted in Google. The removal is refused while anything still points at the calendar, and the message in the dialog names what to change first. Clear those, then remove.

When a calendar needs fixing

A broken calendar is shown, never hidden, because events aimed at a broken calendar are not created — they do not quietly go somewhere else. A banner sits above the table: 1 calendar needs fixing. Its events won’t be created until you do.

Status	What happened	What Raion Hub tells you
Connected	Working	—
Reconnect needed	The Google connection itself has expired	Reconnect Google to restore it.
Not found	The calendar was deleted or unshared in Google	Deleted or unshared in Google. Pick another.
Wrong account	It belongs to an account that is no longer the connected one	Pick a calendar on your current account.

For Reconnect needed, press Reconnect in the Google connection expired banner at the top of the page and everything comes back — the calendar pickers on this page are all empty while the connection is dead, and the dialogs say Reconnect Google above first - no calendars available. rather than offering a broken choice.

For Not found and Wrong account, press Fix on the row, choose a working Google calendar, and press Save. The toast reads “Site visits” now points at a working calendar. Everything using it is fixed.

One Fix repairs everything. Every date field, every exception and every event already booked against that name follows the repair in a single step. You do not have to go back through them.

Send some leads to a different calendar

An exception routes a subset of your leads somewhere other than the field’s default — Facebook leads onto the marketing diary, for instance, while everything else stays on the owner’s own calendar.

Exceptions sits under Where events go: Checked top to bottom - the first match wins. Drag a row to reorder, or focus its grip and use the arrow keys. Duplicate a row to build a similar one.

Add exception is unavailable until at least one date field is switched on. With nothing synced yet the empty state says so: No exceptions — Turn on a date field first, then add exceptions to send some of its events elsewhere.

The number on the left is the priority — the first row that matches wins

Each row reads as a sentence: the conditions, an arrow, the calendar, then the scope — Source is “Facebook” and Status is “Hot” → Site visits · All fields. A rule with no conditions reads exactly Every lead. The pills beside the name are Paused (switched off), Always applies, and Calendar needs fixing.

Build the rule

Press Add exception to open New rule — When a lead matches, its events go here instead of the field’s default.

Conditions at the top, destination at the bottom — read it as one sentence before saving

Field	What to put in it
Rule name	Something you will recognise in the list later — placeholder Facebook leads book on the Marketing calendar. Required
When	All conditions match or Any condition matches
The condition rows	A field, a comparison, and a value. Add condition adds another; the trash icon removes one
Send events to	Lead owner’s own calendar, or one of your named calendars
For	All synced date fields, or one specific date field
Rule is active	Leave it on. A paused rule never routes events.
Always use this calendar	Leave it alone — it makes no difference to a date-field sync

A condition can test Lead name, Lead email, Lead phone, or any field on your contacts. The comparisons are is, is not, contains, is greater than, is at least, is less than, is at most, is empty and is not empty — the last two need no value, so the value box disappears.

With no conditions at all the rule catches everything: the note under the rows says No conditions = every lead.

Press Create rule and the toast reads Rule created. Create and add another saves it and keeps the dialog open for the next one, pre-filled with the same Send events to and For, with the name and conditions cleared — that is the quick way to build several rules aimed at one calendar.

To build a near-copy of a rule you already have, press the duplicate icon on its row instead. The dialog opens pre-filled and named Facebook leads (copy).

Which calendar wins

For any one event, Raion Hub works down this list and stops at the first answer:

The first switched-on exception whose conditions match, reading the list top to bottom.
The date field’s own default, from the dropdown in Where events go.
The account’s primary calendar.

So order is priority, and there is no priority number to type anywhere. To change the order, drag a row by its grip — or put the keyboard focus on the grip and press ↑ or ↓. Esc during a drag puts the original order back. On a narrow screen a pair of up and down buttons appears beside the grip as well.

To delete a rule, open it and press Delete. The confirmation reads Delete this exception? — “Facebook leads” will stop routing events. Events already created stay where they are.

Per-field settings in Database Configuration

The same on/off switch for a date field also lives inside Database Configuration, reached from your contact list as Tools → Database Configuration. On a date field it is labelled Sync to Google Calendar, with the hint Create a calendar event from this date.

Two settings exist only there, and they appear once Google Calendar is authorised and the switch is on:

Event duration — how long the event lasts, in minutes. It starts at 60.
Delete event when record is removed — on to begin with, so deleting a contact takes its event out of Google Calendar too.

If the switch will not move, the panel tells you why: Connect Google Calendar to enable sync, with a Connect Google Calendar button. While it is still working that out it reads Checking Google Calendar….

If something goes wrong

What you see	Why	What to do
No events appear for one person’s leads	That member has not connected their own Google	Team → their Google column. They connect from this page, signed in as themselves
No events appear for anybody	The date field is still Not synced	Where events go → flip the field’s switch on
Events stopped for every field and every calendar	The Google connection expired banner is up	Press Reconnect. Every mapping, calendar and rule is kept
Events aimed at one calendar are not created	That calendar’s Status is Not found or Wrong account	Press Fix on the row, pick a working calendar, Save. One Fix repairs everything using it
Add exception cannot be pressed	No date field is switched on yet	Switch on a date field in Where events go first
Your chosen shared calendar reverted to Lead owner’s own calendar	The field’s switch was turned off and on again, which resets the target	Set the calendar again in the dropdown
An exception is ignored	A rule above it matches first, or the rule shows a Paused pill	Read the list top to bottom, and check the rule’s switch
A teammate cannot see the shared calendar	It has not been shared with them in Google	Share it from Google Calendar. The Who can book column updates afterwards
Give the rule a name so you can recognise it later.	The rule was saved with no name	Type a Rule name. The message appears at the top of the dialog, not under the box
Could not save that. / Could not save the new order.	A change did not reach the server	The row re-reads from the server rather than keeping a value it rejected. Try again
Remove is refused	Something in the workspace still points at that calendar	The dialog names what to change first. Repoint those, then remove
Reconnect Google above first - no calendars available.	The Google connection is dead, so no calendars can be listed	Reconnect in the banner. Nothing you set up is lost
You don’t have access	Your role is missing Social Integration	Ask a workspace owner or an admin to grant it