If you work a full time job and your only other calendar is your personal one, Calendar Sync is really simple: just set up a single sync to block out time for personal commitments on your work calendar.

But that isn't you. 😅

You're a crazy busy consultant with your own personal calendar, consulting practice calendar, and several clients, each of which have asked you to maintain a Google account with them so you can embed like a normal employee.

In cases like this, you need quite a few Calendar Sync policies, configured in just the right way, in order to meet the following requirements:

  • Universal availability -- you appear as busy across all your work-related calendars, both clients and your own work calendar

  • Privacy protected -- none of your personal information leaks into other calendars and no client information is shared anywhere except in your core work calendar

  • Contextual - you can quickly tell the difference between event blocks that are supporting each of your clients

The Setup

Suppose you have the following calendars:

  • Personal Calendar (PC), such as a gmail account.

  • Consulting Calendar (CC), such as your main consulting practice account. Sometimes consultants combine this with their Personal Calendar.

  • Client Calendar A (A)

  • Client Calendar B (B)

  • Client Calendar C (C)

We assume that your Consulting Calendar is fine to have details (ie: confidential information) from each Client Calendar A, B, and C.

The following 16 sync policies should be created:

Source

Target

Type

Privacy

Color

PC

CC

Personal

Personal Commitment

Flamingo

PC

A

Personal

Personal Commitment

Flamingo

PC

B

Personal

Personal Commitment

Flamingo

PC

C

Personal

Personal Commitment

Flamingo

CC

A

Work

Work Commitment

Graphite

CC

B

Work

Work Commitment

Graphite

CC

C

Work

Work Commitment

Graphite

A

CC

Work

Full Details

Blueberry

A

B

Work

Work Commitment

Blueberry

A

C

Work

Work Commitment

Blueberry

B

CC

Work

Full Details

Tomato

B

A

Work

Work Commitment

Tomato

B

C

Work

Work Commitment

Tomato

C

CC

Work

Full Details

Basil

C

A

Work

Work Commitment

Basil

C

B

Work

Work Commitment

Basil

Note: the color selections are arbitrary and just here to illustrate how to provide context. Feel free to use your favorite colors!

With this configuration, you will ensure that:

  • All events on your Personal Calendar will appear as a generic personal commitments on all other calendars, without any details exposed.

  • All events on your Consulting Calendar will appear as a generic work commitment on all client calendars.

  • All events on your client calendars will be blocked on all other work-related calendars, generically in all cases except with full details on your Consulting Calendar.

One More Thing

With this many calendars to juggle you might want to consider a professional calendar to help out.

Specifically, Fantastical and Vimcal are two great paid calendar apps that can give you calendar superpowers. They are especially useful because they have added support for Reclaim-synced events, merging the copies together to make them appear as a single event to you, without the duplicate blocks showing.

You can read more in this article about how they work.

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