How Calendar Sync Works in Agency Hero

Agency Hero integrates directly with Google Calendar to keep your meetings and scheduling data in sync. This article explains the three key phases of calendar sync: connecting your Google Calendar, performing an initial sync of upcoming events, and keeping everything current through incremental sync.

Connecting Your Google Calendar#Copy link

Before any sync can happen, you need to connect your Google Calendar account to Agency Hero. During the connection process, Agency Hero requests the necessary permissions to read and manage your calendar events through Google’s OAuth authorization flow.

Once you grant access, Agency Hero securely stores the connection credentials so it can communicate with Google Calendar on your behalf. This connection is the foundation for all sync activity.

Phase 1: Initial Sync#Copy link

When you first connect your Google Calendar, Agency Hero performs an initial sync that pulls in your upcoming events. Rather than importing your entire calendar history, the initial sync focuses on future and near-future events — the meetings that are most relevant to your active workflows.

During the initial sync:

• Agency Hero retrieves upcoming calendar events from your connected Google Calendar.
• Each event is matched and stored so it can be referenced across Agency Hero features like deal tracking and contact activity.
• Event details such as attendees, time, title, and description are captured.
• The sync establishes a baseline that incremental sync builds upon.

The initial sync typically completes within moments of connecting your calendar, depending on the volume of upcoming events.

Phase 2: Incremental Sync#Copy link

After the initial sync is complete, Agency Hero switches to incremental sync to keep your calendar data up to date on an ongoing basis. Instead of re-fetching all events each time, incremental sync uses a change-tracking mechanism to detect only what has changed since the last sync.

Incremental sync captures:

• New events — Meetings added to your Google Calendar after the initial sync are automatically pulled into Agency Hero.
• Updated events — Changes to event times, titles, attendees, or descriptions are reflected in Agency Hero.
• Cancelled events — Events removed from your Google Calendar are updated accordingly.

This approach is efficient and lightweight. By processing only the differences (deltas) between the current state of your calendar and the last known state, incremental sync minimizes API usage and ensures near-real-time accuracy.

How the Two Phases Work Together#Copy link

Phase

When It Runs

What It Does

Initial sync

Once, when you first connect your calendar

Imports all upcoming events to establish a baseline

Incremental sync

Continuously, after the initial sync

Detects and applies changes (new, updated, or cancelled events)

You don’t need to manually trigger either phase. The initial sync runs automatically when you connect your Google Calendar, and incremental sync runs on an ongoing schedule after that.

What Gets Synced#Copy link

Agency Hero syncs the following event data from Google Calendar:

• Event title and description
• Start and end time (including time zone)
• Attendees (email addresses and response status)
• Event status (confirmed, tentative, or cancelled)
• Recurring event instances

This data is used throughout Agency Hero to provide context on your meetings, associate calendar events with contacts and deals, and keep your team aligned on upcoming engagements.

Keeping Your Sync Healthy#Copy link

To ensure calendar sync works smoothly:

• Keep your Google Calendar connection active. If your authorization is revoked or expires, Agency Hero cannot sync new changes. Reconnect your calendar from your account settings if needed.
• Check for sync status. Agency Hero surfaces connection status so you can verify that your calendar is actively syncing.
• Allow time for propagation. While incremental sync runs frequently, there may be a brief delay between making a change in Google Calendar and seeing it reflected in Agency Hero.

Summary#Copy link

Agency Hero’s calendar sync is a two-phase process designed to be both thorough and efficient. The initial sync gives you an immediate baseline of your upcoming meetings, while incremental sync keeps that data current without redundant processing. Together, they ensure your calendar data in Agency Hero always reflects the latest state of your Google Calendar.