This pipeline will allow you to push events from your SIS to a Google calendar that you can then share with various audiences, as needed. You may create multiple flows with events from several event types. For example, you may want a Middle School calendar that includes not only Middle School events but also All School events as well as holidays and days off. Keep in mind that events are ONLY written to the general calendar and not added to individual user calendars. 

TABLE OF CONTENTS

• Calendar Setup
• Filters
  • Date Range
  • Group Event Types
  • Group Event Visibility
  • Group Event Status
  • Exclude Events
  • Include Mapped Resources
  • Veracross Schools
• Template Settings

Calendar Setup

First the calendar has to exist somewhere in Google - you may use the calendar of your SchoolCal user to create these calendars or you may add your SchoolCal user as an admin on an existing calendar. To create the calendar, click the "+" button by "Other Calendars" and choose "Create New Calendar". Once you have created the calendar, click the three vertical dots by the calendar and copy the Calendar ID under the "Integrate" section:

Next, navigate to SchoolCal to the Group Events to General Google Calendar Pipeline and click "Create New Flow" as follows:

Filters

There are a series of filters that you may use to sift your calendar down to the desired events:

Date Range

"Only future dates" will only look at dates that occur in the future - past dates will not be considered

"Start and end (inclusive)" will look between and including two dates for events

"All dates (not recommended)" might only be used when deleting a flow so that you include all events

Be sure to save your settings for each section if you make changes.

Group Event Types

SchoolCal will pull your event types or categories from your SIS. You may choose as few or as many as you wish for your calendar, again, clicking save after making your selections.

Group Event Visibility

All events will pull anything regardless of whether they are marked as public. Public events will only pull events that have been flagged as public and Private events will pull events that have NOT been marked as Public.

Group Event Status

Here you may opt to include or not include events based upon their status in your SIS. Note options here may vary based upon your SIS.

Exclude Events

You may exclude events - for Veracross schools you may wish to exclude series master events when individual occurrences have been created. 

Include Mapped Resources

If you have purchased resource mapping, you may opt to have any resources (rooms) that have been added to an event create a reservation in that google resource. This will only create the reservation for mapped resources. If you are creating multiple calendars be careful that you are not creating multiple resource reservations (for example if you include all school events on both the Middle and Upper School calendars and there is an All School event that is reserving the gym, you would potentially be creating a reservation from both flows. One option to avoid this would be to create a calendar (and flow) in your SchoolCal user that you are not sharing out but rather it is the only flow that includes all event categories and includes mapped resources.

For Veracross Schools

There are a few additional settings available for Veracross schools:

School Levels

If you consistently select the school level for your events, you may filter by them:

This is separate from the Group Event type above so it is possible to have an Upper School Event that has been left at the default School Level Classification of "All School". If you choose to limit by this we recommend choosing both All School and a division level. You also may filter a calendar by groups included. (See screenshot below). SchoolCal will pull your groups and display them for you to choose from.

Finally, there is an option to filter by campuses and student groups. SchoolCal will pull your school's settings.

Template Settings

The template settings controls how the event looks on the calendar. You will see a list of your events on the right any fields on the right may be included in your template. Please refer to this article for detailed event template setup. Note in this instance the visibility does not really apply as the event is being added to a general calendar rather than an individual's calendar. We recommend leaving this set to "Public". 

Veracross schools: of note for this pipeline, location may be either in the location field (text) but often is in the Resource field. This syntax will cover both possibilities:

Location, if input otherwise, internal resource:

{{#if GroupEvent.Location}}{{GroupEvent.Location}}{{else}}{{GroupEvent.ResourceName}} {{/if}}

"Room 260" or "Room 260" (depending on how the location was entered)