Information

Depending on your calendar or practice management software, your Google Calendar connection may work in one of two ways:

You may receive a unique calendar sync link (usually in iCal format), or
Your software may automatically create and sync a calendar directly within your Google account.

If your software already creates a calendar inside your Google Calendar account, you can skip the first step and go straight to Step 2: Set Your Google Calendar Sharing Settings.

⚠️ Important: If your business has multiple practitioners, repeat these steps for each practitioner.

Steps

1. Adding an External Calendar into Google Calendar

Sign into your Google Calendar account via: https://workspace.google.com/products/calendar/?hl=en-US
Click the + icon next to "Other calendars" in the left side-menu and select "From URL".
Paste the calendar link provided by your practice management or scheduling software into the URL field. Lastly, click Add calendar at the bottom.

2. Set the Google Calendar Sharing Settings

⚠️ Important: To ensure Avaana can access your Google Calendar availability and accurately block out existing appointments, you’ll need to share your calendar with admin@avaana.com.au.

Please follow the instructions below to complete this setup.

Open Google Calendar settings via: https://calendar.google.com/calendar/u/0/r/settings
In the left-hand menu under "Settings for my calendars", select the calendar you are syncing with Avaana.
Click “+ Add people and groups”.
In the email field, enter admin@avaana.com.au.
In the permissions dropdown, select Make changes to events.
Click Send to complete the process.

3. Adding the Google Calendar into Avaana

Open Google Calendar settings here: https://calendar.google.com/calendar/u/0/r/settings
In the left-hand menu under “Settings for my calendars”, select the calendar you want to sync.
Scroll down to “Integrate calendar”. Here you will find the Calendar ID and Public URL, which are required for the Avaana setup.
In a new tab or window, open your Avaana account (avaana.com.au) and go to the Calendar Integrations page in the left-hand menu.
In this page, select Google from the dropdown menu and click Save Changes.
Next, select + Add Google Calendar (refer to the screenshot below for guidance).
A pop-up will appear with the following fields:
- Calendar ID
- URL of calendar
- Practitioner name
Copy and paste the Calendar ID from Google Calendar into the Calendar ID field.
Then copy and paste the Public URL for the calendar into the URL of calendar field.
Select the practitioner’s name from the dropdown menu in the Practitioners name field, then click Update calendar information at the bottom.
Scroll down, and the practitioner’s name will appear under Imported Practitioner Calendars.
- Sync Status: Shows whether the integration is working correctly
- Last Sync: Displays the most recent sync date and time
- Active: Indicates whether the practitioner has an active WorkCover profile