# Automatically Copy Google Calendar Events from One Account to Another - Canonical: https://33rdsquare.com/automatically-copy-google-calendar-events-from-one-account-to-another/ - Published: 2024-11-04 - Author: Kara Masterson - Categories: [Technology](https://33rdsquare.com/category/tech/) --- Do you find yourself needing to juggle multiple Google calendars? Maybe you manage your personal and work schedules across two different Gmail accounts. Or perhaps you oversee events for a couple of different teams or clients using separate calendars. Whatever your use case, you‘ve likely experienced the hassle of needing to duplicate calendar events from one account into another. This becomes even more annoying over time as new events are added – you don‘t want to manually copy over every new appointment or meeting! In this step-by-step tutorial, I‘ll show you how to seamlessly set up an automated process to copy Google calendar events from one account or calendar over to another, any time new events are added. ## Why Automate Copying Google Calendar Events? Manually adding events from one calendar to another is inefficient for a few reasons: - **It‘s time consuming** – Each time you add an event to Calendar A, you have to duplicate your efforts and recreate it in Calendar B. This gets exponentially more frustrating the more events you need to copy. - **It‘s error prone** – Any time you manually copy data from one place to another, you risk typos, inconsistencies, or simply forgetting to duplicate certain events altogether. Important stuff can slip through the cracks. - **You can‘t plan for the future** – If you know you‘ll need all events from Calendar A to also appear on Calendar B, it makes no sense to manually handle each one. You need a way to automate this for both existing and future events. Setting up an automated workflow solves all these issues. By automatically copying new event data from one calendar to another in real time, you eliminate manual duplicates, mitigate human error, and establish an ongoing process to handle all current and future calendar additions across accounts. ## How to Automatically Copy Google Calendar Events The tool we‘ll use to automate inter-calendar event copying is [Zapier](https://zapier.com). For those unfamiliar, Zapier is an integration platform that connects your web apps and services to automate workflows. Think of it like a set of strings you can pull to make different actions happen automatically across your online tools. Our goal here is pretty simple: _"When a new event is added to Google Calendar A, automatically copy and create that event in Google Calendar B."_ Let‘s step through how to set this up… ### 1. Connect Google Calendar to your Zapier Account First, you‘ll [sign up for a free Zapier account](https://zapier.com/sign-up/) if you don‘t already use them. Once inside your Zapier dashboard, click **Make a Zap** to build your first "zap" (aka workflow automation). Under Choose App, search for and select Google Calendar. ![Search for Google Calendar](https://33rdsquare.com/images/google-calendar-zapier-1.png) You‘ll now need to connect your Google account. Click **Connect an Account** and go through the permissions process to authorize Zapier access to your Google calendar. Repeat this process again to connect the second Google account you want events copied over from. For example, let‘s say you have two accounts – yourname@gmail.com (Calendar A) and mybusiness@gmail.com (Calendar B). You would connect both accounts to Zapier so you can pull event data from one and push it over to the other. ### 2. Set Your Event Trigger Now that Google Calendar is connected to Zapier, we need to configure the automation workflow. Click on the account you want your source events pulled from (this will be Calendar A). Choose **New Event** as the Trigger event. ![Choose New Event as the trigger](https://33rdsquare.com/images/google-calendar-zapier-2.png) This means every time a new event gets added to that Google Calendar, it will trigger our Zap and kick off the rest of the workflow. ### 3. Add a Create Event Action Now we need our Action – what we want to happen any time a new event is triggered. Click the **+** icon to add a step. Search for Google Calendar again, and add **Create Event** as the next Action. Select the secondary Google account (Calendar B) as the destination calendar you want new events copied over to. ![Add create event action](https://33rdsquare.com/images/google-calendar-zapier-3.png) ### 4. Map Event Fields from Source to Destination At this point, your workflow scaffolding is complete! But we still need to configure the event field mappings that will copy data over from Calendar A into Calendar B automatically. When you create a Zap, Zapier introspects the source trigger data schema and destination action schema to auto-map field labels. But double check these: **In the Create Event action, map the following fields:** - Title = Title - Start Date/Time = Start Date/Time - End Date/Time = End Date/Time - Description = Description You can additionally map over any other details you want like Location, Guests, etc. ### 5. Test Your Zap When finished mapping event fields, click **Continue** and then **Test This Zap** on the next screen. Manually add a new event to Calendar A. Then come back to Zapier to validate if the automation worked properly and the event was copied over to Calendar B! You may want to add couple test events and play around. When satisfied with the automation, click to enable your Zap and officially turn it on. ## Usage Tips for Automated Google Calendar Zaps Now that you‘ve built your automated calendar copy Zap, here are some tips for getting the most value from it: - **Use naming conventions** – The titles from Calendar A get copied over directly. Use a naming scheme like "[Personal] Lunch with Mom" to distinguish personal vs. work events in Calendar B. - **Adjust notifications** – So you don‘t get double notifications from both calendars, turn off notifications in Calendar B for anything copied over automatically. - **Revisit filters** – You can further customize your Zap with filters (only copy over 1+ hour events for example). Revisit these periodically. - **Monitor failures** – Check in on your Zap every so often to see if any events failed to copy over. Address these exceptions. - **Sharpen searches** – Over time, reviewing search visibility across both calendars can reveal ways to better organize and tag common event types. ## Beyond Copying: Alternative Calendar Management Strategies While the automation technique covered above works well for directly transferring calendar events between Google accounts, there are a couple other approaches worth considering: - Use shared calendars for cross-account visibility instead of copying events over. - Maintain one master calendar, then create calendar views filtered to different categories of events. - Extract calendar data into a CRM platform like Salesforce for transparency across teams. I still recommend the Zapier automation approach for most simple use cases. But depending on your context, team collaboration needs, and data segmentation requirements over time, alternative calendar management strategies may prove more sustainable. ## Now Put Calendar Copies on Autopilot! Copying events from one Google calendar to another no longer needs to be a manual chore. With Zapier, you can instantly set up an automated workflow to copy over events from one account into another any time new appointments or schedule changes are added. This eliminates double entry, ensures consistency, and lets you manage multiple calendars more seamlessly. Give it try – setting up your first calendar automation only takes minutes! Then you can sit back, relax, and let the Zaps do the busywork of duplicating your calendar entries across Google accounts. --- Source: [Automatically Copy Google Calendar Events from One Account to Another](https://33rdsquare.com/automatically-copy-google-calendar-events-from-one-account-to-another/)