Google Calendar sync

Connecting Round Robin to Google Calendar syncs in both directions:

• Export: Round Robin creates an event in your calendar for each of your on-duty periods, so you can see your shifts alongside the rest of your schedule.
• Import: Round Robin reads out-of-office events from your calendar and can automatically skip you when a rotation would put you on duty while you are away.

Note

Google Calendar sync requires a paid (Pro) plan. The connection is personal: each rotation member connects their own Google account, and events are created in their own calendar.

Connect your Google account

1. Open the dashboard at app.roundrobinbot.eu.
2. Go to Settings → Integrations.
3. On the Google Calendar card, click Sign in with Google and complete the Google consent flow.

Once connected, the card shows a Connected badge and the Google email address in use. Syncing is automatic from this point on.

If the badge changes to Needs Reconnection, click Reconnect to run the Google sign-in again and refresh the stored token.

What Round Robin writes to your calendar

For every rotation where you are on duty, Round Robin creates an event named Duty: <rotation name> in your events calendar, covering your on-duty period, with a link back to the rotation in the dashboard. When the duty changes, old events are removed and new ones are created.

How out-of-office import works

Round Robin monitors your out-of-office calendar and stores your OOO periods. Whether they affect duty assignment is controlled per rotation:

1. Open the rotation in the dashboard and go to its Options page.
2. In the External Calendars card, set Out-of-Office Time Consideration.

Setting	Behavior
Never	Out-of-office time is ignored.
Always	Any out-of-office event that overlaps the duty period makes Round Robin skip you.
Only if OOO time is more than…	You are skipped only when the out-of-office event lasts at least the configured number of consecutive hours.

Choose which calendars to use

By default, Round Robin uses your primary calendar (the one matching your Google email address) for both events and out-of-office data. To change this:

1. On the Google Calendar card, click Change Active Calendar.
2. Pick an Events Calendar (where duty events are created).
3. Pick an Out-of-Office Calendar (which calendar is monitored for OOO).
4. Optionally add Out-of-Office Keywords, then click Save Changes.

Keywords filter which events count as out-of-office: if you add any, only events whose title contains one of the keywords (case-insensitive) are considered. With no keywords, every eligible event counts.

Caution

Shared Google calendars do not support native out-of-office events — this is a Google limitation. If you select a shared calendar (any calendar other than your primary one) as your out-of-office calendar, Round Robin treats its regular events as out-of-office instead. Use keywords (for example, “vacation”) to limit which events count. Only events where you or the selected calendar are the organizer or an attendee are considered.

Manage the connection

Once connected, the Google Calendar card offers these actions:

Action	What it does
Refresh Connection	Runs the Google sign-in flow again to renew the stored token.
Force Sync All Events	Clears and recreates all Round Robin events, and re-imports out-of-office data.
Remove All Rotation Events	Deletes all Round Robin duty events from your calendar without recreating them; they are recreated the next time your duties sync (or if you run Force Sync All Events).
Change Active Calendar	Opens the calendar and keyword settings described above.
Disconnect	Disables the integration; duty events stop syncing until you reconnect.