Google Calendar Integration
Scheduling & MeetingsWhat It Does
Google Calendar is the foundational scheduling infrastructure that real estate professionals build upon. Unlike booking tools like Calendly that face clients, Google Calendar is the backend system that stores your actual appointments, checks availability, syncs across devices, and integrates with virtually every scheduling and productivity tool you use. It's where your showings, closings, open houses, and personal appointments all live in one unified timeline.
Why Real Estate Professionals Use It
Real estate schedules are uniquely chaotic: showings booked last-minute, closings that shift dates, open houses spanning hours, and personal appointments mixed in. Google Calendar handles this complexity better than any industry-specific tool because it's designed for flexibility. You can move events by dragging, duplicate recurring showings, share calendars with transaction coordinators, and access your schedule from phone, tablet, or desktop—all synced in real-time.
Key Features for Real Estate
Discover how Google Calendar powers real estate automation workflows
Multiple Color-Coded Calendars for Real Estate Activities
Create separate calendars for different activity types: 'Showings' (blue), 'Closings' (green), 'Open Houses' (orange), 'Personal' (gray). Each calendar is a distinct layer you can toggle on/off for visual clarity. All events sync to the same master view.
Glance at your week and instantly distinguish showings (blue blocks) from closings (green). Hide personal appointments when sharing availability with clients. Export 'Showings' calendar to analytics tools for performance tracking.
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Automation Workflows
Ready-to-deploy workflows powered by Google Calendar + NextAutomation
New Calendar Event → Auto-Populate Details from CRM
When an agent manually creates a Google Calendar event with a property address in the title (e.g., 'Showing - 123 Oak St'), this workflow detects the new event, extracts the address, searches the CRM for that property, and updates the calendar event description with listing details, seller contact info, and showing instructions.
1Agent creates calendar event: 'Showing - 123 Oak St, Friday 3 PM'
2n8n polls Google Calendar every 5 minutes, detects new event
3Extract property address from event title using regex
4Query HubSpot or CRM for listing with matching address
Agent manually creates calendar event, automation fills in all property details. No need to copy-paste listing info—n8n does it automatically. Agent arrives at showing fully briefed without additional prep work.
Triggers & Actions
Connect Google Calendar to your workflows with powerful triggers and actions
Triggers
Event Created
Fires when a new event is added to a specified Google Calendar (your personal calendar, team calendar, or any you have access to).
Agent creates 'Closing - 456 Maple Ave' event. Trigger workflow to generate 30-day closing checklist with milestone tasks and send buyer a timeline email.
Event Updated
Fires when an existing event is modified (time changed, description edited, attendees added).
Showing rescheduled from 2 PM to 4 PM. Trigger workflow to send updated SMS to buyer: 'Your showing has been moved to 4 PM. New calendar invite sent.'
Event Deleted
Fires when an event is removed from the calendar.
Showing canceled in Google Calendar. Trigger workflow to notify buyer via SMS, offer reschedule link, and update CRM deal stage to 'Canceled'.
Event Starting Soon
Fires at a specified time before an event begins (e.g., 1 hour before, 30 minutes before). Useful for last-minute reminders or prep actions.
30 minutes before showing, send SMS to buyer: 'Your showing at 123 Oak St starts in 30 min. Address: [full address]. Park in driveway. See you soon!'
Attendee Response (RSVP)
Fires when an event attendee responds to a calendar invite (Accepted, Declined, Tentative).
Transaction coordinator declines closing date calendar event. Trigger workflow to alert agent: 'TC not available for proposed closing date—reschedule needed.'
Actions
Create Event
Programmatically create a new Google Calendar event with title, start/end time, location, description, attendees, and reminders.
When deal moves to 'Under Contract' in CRM, create Google Calendar event for closing date with description: 'Closing checklist: [tasks]' and invite transaction coordinator.
Update Event
Modify an existing calendar event: change time, update description, add attendees, or change location.
When listing price drops, find all upcoming showings for that property in Google Calendar and update event descriptions: 'PRICE DROP: Now $400k (was $425k)'
Delete Event
Remove an event from the calendar programmatically.
Property goes under contract. Query Google Calendar for all upcoming showings for that property and delete them. Send SMS to affected buyers: 'Property now under contract. Let me show you similar homes.'
List Events
Query calendar for events matching criteria (date range, search term, calendar ID). Returns list of events with full details.
Every Monday at 8 AM, query this week's showings from Google Calendar and generate agent digest email: 'This Week's Showings: [Property 1 - Mon 2 PM], [Property 2 - Tue 10 AM]...'
Check Availability (Free/Busy)
Query whether a specific time slot is available or blocked on the calendar. Returns free/busy status without revealing event details (useful for privacy).
Before assigning a showing to an agent, check their Google Calendar availability for requested time slot. Only assign if free; otherwise suggest alternative agent or time.
Add Attendees to Event
Add email addresses to an existing event, sending them calendar invites.
Buyer's spouse wants to join scheduled showing. Add spouse email to Google Calendar event, spouse receives calendar invite with property address and details.
Set Event Reminders
Add or modify reminders for a calendar event (e.g., email 24h before, popup 30min before).
For all closing events, set reminders: 7 days before (email: 'Final walkthrough checklist'), 1 day before (SMS: 'Closing tomorrow—bring photo ID'), 1 hour before (push notification).
Create Quick Event
Create event using natural language (e.g., 'Showing at 123 Oak St tomorrow at 3pm'). Google Calendar parses and creates structured event.
Chatbot or voice assistant captures showing request: 'Schedule showing at 789 Elm Friday afternoon'. n8n uses Quick Event to parse and create calendar entry automatically.
Setup Guide
Get started in approximately 10 minutes for OAuth setup; 20 minutes for calendar organization and first workflow
Prerequisites
- Google account with Google Calendar enabled
- Google Cloud project with Calendar API enabled
- OAuth2 credentials (Client ID and Client Secret) or Service Account JSON
- n8n instance with Google Calendar node available
Create Google Cloud Project
Go to console.cloud.google.com, create a new project (e.g., 'Real Estate Automation'). This project will house your API credentials.
Use a business Google Workspace account if possible. Free Gmail accounts work but have stricter API quotas.
Enable Google Calendar API
In your Google Cloud project, go to 'APIs & Services' → 'Library'. Search for 'Google Calendar API', click it, and click 'Enable'. This allows your project to access Calendar data.
You'll also want to enable 'Google Meet API' if you plan to create video conferencing links via automation.
Create OAuth2 Credentials
Go to 'APIs & Services' → 'Credentials' → 'Create Credentials' → 'OAuth client ID'. Choose 'Web application', add authorized redirect URI (your n8n instance URL + /rest/oauth2-credential/callback). Download JSON with Client ID and Secret.
For n8n Cloud, use their OAuth redirect URL. For self-hosted, use https://your-n8n-domain.com/rest/oauth2-credential/callback.
Connect Google Calendar to n8n
In n8n, add a Google Calendar node. Click 'Create New Credentials', select 'OAuth2', paste Client ID and Secret. Click 'Connect' and authorize access via Google OAuth flow. Test by adding a 'List Events' action.
During OAuth flow, select your primary business calendar. You can add multiple calendar credentials in n8n to access different Google accounts (personal, team, brokerage).
Create Dedicated Calendars for Real Estate Activities
In Google Calendar web interface, click '+' next to 'Other calendars' → 'Create new calendar'. Create: 'Showings', 'Closings', 'Open Houses', 'Team Events'. Set different colors for each. Share team calendars with your brokerage members.
Use naming convention: '[Your Name] - Showings', '[Brokerage Name] - Team Calendar'. Makes it clear in shared calendar lists which calendar is which.
Configure Calendar Sync with Calendly or Cal.com
In your booking tool (Calendly, Cal.com), go to Settings → Calendar Sync and connect Google Calendar. Select which calendar to check for conflicts (your primary Showings calendar). This prevents double-booking.
Use separate Google Calendars for different event types. Calendly checks 'Showings' calendar; personal events on 'Personal' calendar won't block showing availability.
Build First Workflow: Daily Showing Digest
Create n8n workflow: Schedule Trigger (daily 7 AM) → Google Calendar List Events (today's events) → Filter for events with 'Showing' in title → Format into email digest → Send via Gmail. Test by scheduling a test showing today.
Start with simple digest. Later add: query CRM for buyer details, generate AI prep notes, attach property photos, calculate optimized route between showings.
Set Up Event-Driven Workflows with Polling or Webhooks
n8n Google Calendar node can poll for new/updated events every X minutes. Create workflow: Trigger on new events → Filter for specific calendar or keywords → Take action (create CRM record, send SMS, update tasks). Polling interval: 5-15 minutes is typical.
Google Calendar doesn't support native webhooks, so n8n uses polling. Set polling to 5 minutes for near-real-time automation. Lower intervals (1 min) consume more API quota.
Frequently Asked Questions
Common questions about Google Calendar integration
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