# Google Calendar Integration

Welkin Health integrates with Google Calendar to allow care team members to sync their Welkin appointments and encounters with their Google Calendar. This helps clinicians manage their schedule from a single calendar view without duplicating work.

## What the integration does

When the Google Calendar integration is enabled, Welkin encounters and scheduled appointments can be:

* Automatically added to a clinician's Google Calendar when created in Welkin
* Updated in Google Calendar when the Welkin encounter time changes
* Removed from Google Calendar when an encounter is canceled in Welkin

Changes made directly in Google Calendar are not written back to Welkin – Welkin is the system of record for patient appointments.

## Setting up Google Calendar for your organization

### Step 1: Enable the integration in Welkin Admin

1. Log in to the Welkin Admin portal
2. Navigate to **Integrations → Google Calendar**
3. Click **Enable**
4. Select the OAuth authorization method – Welkin uses Google OAuth to authenticate on behalf of each user

### Step 2: Each user connects their Google account

The Google Calendar sync is configured per user, not organization-wide. Each care team member who wants calendar sync must connect their Google account individually:

1. Log in to the Welkin Care portal
2. Click the profile icon → **Account Settings**
3. Navigate to **Integrations → Google Calendar**
4. Click **Connect Google Account**
5. Sign in with Google and grant Welkin permission to manage calendar events
6. Confirm the connection status shows **Connected**

Welkin will only create and update events in the user's primary Google Calendar.

## Configure which encounters sync

By default, all encounters assigned to a user sync to their Google Calendar. To limit which encounter types sync:

1. In the user's Google Calendar settings in Welkin
2. Under **Sync Filters**, select specific encounter types to include or exclude
3. Save preferences

## What calendar events include

Each Google Calendar event created by Welkin includes:

* **Title** – encounter type and patient name (e.g., "Follow-up Visit – Jane Doe")
* **Date and time** – as scheduled in Welkin
* **Description** – link to the patient's Welkin record (requires Welkin login to access)
* **Location** – if a physical location or Zoom link is associated with the encounter

PHI included in the calendar event is limited to what is needed for scheduling. Review your organization's PHI handling policy before enabling calendar sync.

## Disconnecting Google Calendar

A user can disconnect their Google Calendar at any time from **Account Settings → Integrations → Google Calendar → Disconnect**. Existing calendar events will not be removed when disconnecting – they must be deleted manually from Google Calendar if needed.

## Troubleshooting

**Events not appearing in Google Calendar:** Verify the user's Google Calendar connection is active. Check the encounter's assigned user – only encounters assigned to the connected user will sync.

**Duplicate events in Google Calendar:** This can occur if an encounter is modified multiple times quickly. Delete the duplicate in Google Calendar; it does not affect the Welkin encounter.

**"Access denied" during connection:** Ensure the user is signing in with the correct Google account and that your Google Workspace administrator has not restricted third-party OAuth connections.


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