You can use Zapier to automatically sync your Waitwhile bookings with Google Calendar—no code required. Whether you want to add new bookings, update existing ones, or remove canceled appointments, Zapier makes it easy to keep your calendar up to date.
What you’ll need:
A Business or Enterprise Waitwhile account with Bookings enabled
A Google Calendar account
A Zapier account
Getting started
Log in to Zapier.
Click Create Zap.
Set Waitwhile as your trigger app and choose the event (e.g. Booking Created).
Set Google Calendar as your action app and choose the corresponding event (e.g. Create Detailed Event)
Now let’s explore the most common use cases:
When a booking is created, add it to my calendar
Use Case: Automatically add a booking to your Google Calendar when a new booking is created in Waitwhile.
How to set it up:
Trigger:
App: Waitwhile
Event Type: Visit Created or Updated
Visit State: BOOKED
Action:
App: Google Calendar
Action Event: Find Event
Map the following fields:
Calendar: Choose the calendar you want to sync with
Search Term: Visit ID
Select Create Google Calendar Event if it doesn't exist yet and map the following fields
Summary: Customer name or service
Description: Include Customer ID
Start & End Time: Booking Date & Booking End Time
Test your Zap thoroughly before setting publishing
When a booking is cancelled, remove It from my calendar
Use Case: Ensure your calendar stays clean by automatically deleting canceled bookings.
How to set it up:
Trigger:
Event Type: Visit Created or Updated
Visit State: COMPLETE
Tags: CANCELLED
Action:
App: Google Calendar
Action Event: Find Event
To find the right event you will need to search by the Waitwhile Visit ID
Action Event: Delete Event
To delete the right event you will need to use a custom event, select the Google Calendar Event ID
When a booking is rescheduled, update the event in my calendar
Use Case: If a customer changes their appointment time, automatically update your calendar.
How to set it up:
Trigger:
App: Waitwhile
Visit State: BOOKED
Action:
App: Google Calendar
Action Event: Find Event
To find the right event you will need to search by the Waitwhile Visit ID
Action Event: Update Event
To update the right event you will need to use a custom event by selecting the Google Calendar Event ID
Helpful Tips
Calendar Overwrites: To avoid duplicates, always store and reference the Event ID when creating events.
Advance tip: If there is a chance your staff will cancel a booking that occurred in the past then we recommend you set your Find Event with an End Time in the past
Multiple Calendars: You can use multiple Zaps to route different bookings to different calendars.
Test Each Step: Use Zapier's "Test" feature to make sure your integration is working as expected.
Need Help?
If you're having trouble setting up your Zap or need a custom workflow, feel free to reach out to Zapier's support team or check out Zapier's Help Center.
Have additional questions or need assistance? Reach out to us via chat or at support@waitwhile.com.