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Google Calendar Integration Guide

This two-way integration ensures that room events created in either Google Calendar or Kadence automatically sync between both platforms—keeping everything up to date, everywhere.

Liza avatar
Written by Liza
Updated over a week ago

Prerequisites

To complete this integration, you must:

  • Be a Global Admin in Kadence

  • Have admin access to Google Workspace (or work with your IT admin)

Optional: Limit Google Calendar Sync to Specific Mailboxes

By default, the Google Calendar integration allows Kadence to access all room resources across your Google Workspace. If you'd prefer to limit the integration to only specific mailboxes—for example, only syncing selected meeting rooms—you can configure this in your Google Admin settings.

This is particularly useful for larger organizations or pilot rollouts where you want to test with only a subset of rooms first.

To do this, follow our step-by-step guide: Limit Google Calendar to Specific Mailboxes Only

This guide walks you through how to:

  • Create and assign a custom access group

  • Restrict Kadence access to selected calendars

  • Ensure your integration remains secure and scoped to your preferences

Step 1: Set Up the Integration in Google Workspace

This is a one-time setup that grants Kadence secure access to your Google Workspace environment.

  1. Log in to Google Admin Console

  2. Navigate to Security → API Controls
    ​
    ​

    API controls

  3. Scroll to Domain-wide Delegation and click Manage Domain-Wide Delegation
    ​

    Domain Wide Delegation

  4. Click Add New under API Clients

  5. In the Client ID field, enter: 

    102568262275483749620

  6. In the OAuth scopes field, paste: 

    https://www.googleapis.com/auth/calendar,https://www.googleapis.com/auth/admin.directory.resource.calendar,https://www.googleapis.com/auth/admin.directory.user.readonly

  7. Click Authorize
    ​

    Add Kadence Rooms

You should now see a new API client named Kadence Rooms in the list.

Step 2: Find Your Google Workspace Customer ID

You’ll need this to complete the integration setup in Kadence.

  1. In Google Admin, go to Account → Account Settings
    ​

    Google Account Settings

  2. Click the Profile box

  3. Copy your Customer ID (starts with a "C" and is ~9 characters long)
    ​

    Customer ID

Step 3: Connect Google with Kadence

Now that the Google setup is complete, connect the integration inside Kadence.

  1. Log in to Kadence

  2. Go to Settings → Integrations

  3. Scroll to Calendar Integration → Add calendar integration
    ​

    Add calendar integration

  4. Click Connect next to Google
    ​

    Connect Google

  5. Enter the following:

    • Your Google Workspace Customer ID

    • Your admin email address

  6. Click Finish Setup
    ​

    Finish Google Setup

Once complete, Google and Kadence will be connected. You’re ready to sync rooms.

Step 4: Create Rooms in Google Workspace

Rooms must exist in Google before you can sync them with Kadence.

  1. Log in to Google Admin

  2. Navigate to Directory → Buildings and Resources → Manage Resources
    ​

    Manage Resources in Google

  3. Click Add Building and use the yellow plus icon to enter building details

  4. In the top dropdown, switch from Buildings to Resources
    ​

    Google Resources

  5. Click the yellow plus icon again to add a room

  6. Enter:

    • Room Name

    • Room Capacity

  7. Click Add Resource
    ​

    Add Resource Google

Step 5: Create Rooms in Kadence

Once your rooms are created in Google, you’ll need to create corresponding rooms in Kadence to complete the sync.

To add the room directly in Kadence:

Once both systems have a matching room, Kadence will sync availability and bookings automatically.

Newly created rooms may not be available to create in Kadence immediately. If you cannot see a newly created room please wait a few hours and check again

If you're adding a brand new room or rooms that should appear on your floorplan:

How the Integration Works

  • Google Calendar is the source of truth

  • Kadence listens for events created in linked room calendars

  • When a room is booked in Google Calendar, the booking appears in Kadence shortly after

  • When a room is booked in Kadence, Google Calendar creates an event and invites the room

Kadence syncs events from Google Calendar up to 90 days in the future, however Google will automatically cancel any conflicting booking created in Kadence past this time-frame if necessary.

You can limit user booking in advance period for rooms following this guide.

Tips for Successful Room Syncing

To avoid issues, ensure that:

  • All rooms exist on the same Google Workspace

  • Users have AvailabilityOnly access to resource calendars

  • Events are not created by shared mailboxes

  • Rooms are visible in the Global Address List (GAL)

  • Rooms are not soft-deleted or disabled

  • New rooms are at least 6 hours old

Frequently Asked Questions

Can I connect more than one Google Workspace?

No, Kadence supports one Google Workspace per account. For multi-domain setups please see our Service Accounts Guide.

Can users book rooms directly from Google Calendar?

Yes, bookings made in Google will automatically sync into Kadence.

Do Google resource settings override Kadence settings?

Yes, settings configured in Google Workspace take priority.

How does delegate booking work with Kadence?

When a user books a room with pending approval, the room will be booked in Kadence in a pending state.

If the room booking is declined, the Kadence booking will be canceled and an email will be sent to the user.

If the room booking is approved, the Kadence booking will remain and a confirmation email will be sent to the user.

Associated calendar field is spinning endlessly when trying to create a new room

The associated calendar field spinning endlessly can be caused by a couple of things.

We recommend allowing at least 6 hours for any newly added calendar integration or room resource calendars to fully sync across to Kadence.

If after 6 hours the associated calendar field is still spinning, please check your integration settings are set up as described here.

Need Help?

For floorplan requests or questions, contact:
📩 [email protected]

For support with anything else, reach out to:
📩 [email protected]

For more helpful articles see:
📚 Kadence Help Center

Related Articles
Limit Google Calendar Sync to Specific Mailboxes
Microsoft / Outlook Rooms Setup Guide
Using a Service Account for Room Calendar Integrations
Create Room Events in Google Calendar
Create Room Events in Outlook
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