Sync Osmind with Google Calendar, Outlook Calendar, and iCal

Osmind allows you to sync your calendar with Google Calendar, Outlook, and Apple Calendar (iCal) so that your availability stays up to date across platforms and double-booking is avoided.

This article explains how calendar syncing works in Osmind and how to connect each calendar type.

Overview of Calendar Syncing

Calendar syncing helps keep your availability aligned between Osmind and external calendars. The direction of syncing depends on the calendar provider:

• Google Calendar: Two-way sync

• Outlook Calendar: Two-way sync

• Apple Calendar (iCal): One-way sync (Osmind → Apple Calendar)

Accessing Calendar Sync Settings

To manage calendar syncing:

1. Click the gear icon (Settings) in Osmind

2. Navigate to Calendar Settings

3. Scroll to the Calendar Sync section

Syncing with Google Calendar (Two-Way Sync)

Connect Google Calendar

1. In Settings, select External Sync, then Connect your Google Calendar

2. Click Connect my Google Calendar

   

3. This will launch the GCal authorization screen. You will be prompted to log into your Google account associated with your GCal to confirm that Osmind has access to your calendar to pull / push your schedule.

   1. If prompted, please make sure to check the box that allows Osmind to "See, edit, share and permanently delete all the calendars you can access using Google Calendar." The sync will not function properly if this permission is not granted. Then, click Continue.

4. You will then be brought back to Osmind, where you will see a success bar notifying you that the sync has been completed. It can take up to 24 hours for the Sync to pull / push all appointments created. 

   

5. Additionally, you'll see a few additional settings options for Google Calendar that can be enabled/disabled: 

   • Push to Calendar: your Osmind calendar events will appear in your Google Calendar

   • Pull from Calendar: choose which Google calendars that will appear in your Osmind calendar (if you have multiple calendars) 

   • Pull event details: when turned on, event details from Google Calendar will be visible in your calendar in Osmind. When off, they will only show as "Busy." Clients cannot see any information about events on your calendar. 

   In certain cases, such as working in a group practice, you may want your appointments to be visible to other team members on Google Cal. This will prevent any meetings or appointments from being double-booked from team members who only have access to your Google Cal, and not your Osmind calendar.  

   To be sure these appointments are displayed, navigate to your Google Calendar, find the Osmind calendar under "My Calendars", and select "Settings and Sharing". Click on the drop down menu and select "Shared with." 

You can then click on the "Add people and groups" button and invite other members of your organization to view your Osmind appointments through your Google Cal. 

How Google Calendar Sync Works

Google Calendar syncing is two-way:

• Osmind appointments appear on your Google Calendar

• Events marked as Busy on Google Calendar block availability in Osmind

• Updates made in either system sync to the other

• Event titles from external calendars may not display in Osmind, but time blocks will apply

This helps prevent double-booking while allowing you to manage your schedule across both platforms.

Important Google Calendar Rules & Limitations

• Google Calendar events do not create appointments in Osmind

• Google Calendar edits should not be used to manage Osmind appointments

• Deleting a Google event will not cancel an Osmind appointment

• Appointment notes, patient details, and telehealth links remain in Osmind only

Osmind should always be treated as the source of truth for scheduling.

Multiple Google Calendars

If your Google account has multiple calendars:

• Osmind may sync with your primary calendar

• Busy events across synced calendars can block availability

• Review which calendars are marked as “Busy” in Google settings

Troubleshooting Google Calendar Sync

If availability isn’t blocking correctly:

• Confirm events are marked Busy, not Free

• Allow time for sync refresh (can take several minutes)

• Disconnect and reconnect Google Calendar if permissions changed. To diconnect and reconnect Osmind to a Google Calendar:

  • select Disconnect Sync within Osmind's External Sync settings

  • delete Osmind Calendar within your Google Calendar

  • delete Osmind as a third-party app by clicking your Google profile image, then "Manage your Google account", then "Third-party apps & services". Scroll down and click "Osmind", then Delete all connections you have with Osmind.

  • reconnect your Google calendar via the instructions above

• Ensure you’re logged into the correct Google account

Delete an Osmind calendar within Google Calendar

In the event that you have synced & unsynced your calendar with Osmind, you may notice several Osmind calendars listed within Google Calendar. 

The unused Osmind calendars can be unsubscribed by navigating to Google Calendar > Settings > 'Settings for my calendars' > Osmind > Delete calendar. We recommend double-checking which calendars are actively synced to avoid accidentally deleting the wrong one.

Syncing with Outlook Calendar (Two-Way Sync)

Connect Outlook Calendar

1. In Calendar Sync, select Outlook Calendar

2. Click Connect Outlook Calendar

3. Sign in to your Microsoft account

4. Approve calendar access permissions

How Outlook Calendar Sync Works

Outlook syncing is also two-way:

• Osmind appointments appear on your Outlook calendar

• Busy events in Outlook block availability in Osmind

• Changes sync between Osmind and Outlook based on refresh timing

• Sync timing may vary depending on Outlook version (desktop vs web)

Syncing with Apple Calendar (iCal – One-Way Sync)

Apple Calendar syncing uses an iCal subscription, which is one-way only.

Connect Apple Calendar (iCal)

1. Navigate to Calendar Sync settings

2. Copy your iCal subscription URL

3. Open Apple Calendar

4. Select File → New Calendar Subscription

5. Paste the iCal URL and save

How Apple Calendar Sync Works

• Osmind appointments appear in Apple Calendar

• Changes made in Apple Calendar do not sync back to Osmind

• Apple Calendar events do not block availability in Osmind

• All scheduling and availability management must be done in Osmind

Managing Multiple Calendar Connections

• You can connect multiple external calendars

• Google and Outlook calendars can both block availability

• Review connected calendars to avoid unintended scheduling conflicts

Disconnecting a Calendar

To disconnect a calendar:

1. Navigate to Calendar Sync settings

2. Find the connected calendar

3. Click Disconnect

Once disconnected, that calendar will no longer sync events or availability with Osmind.

Important Notes & Limitations

• Sync timing may not be instantaneous

• Event details may be limited depending on provider

• External calendars should not be used to create Osmind appointments

• All patient scheduling should be completed within Osmind

Summary

Osmind supports calendar syncing with Google, Outlook, and Apple Calendar to help keep availability accurate and prevent double-booking. Google and Outlook offer two-way syncing, while Apple Calendar supports one-way viewing only. For best results, manage appointments and availability directly in Osmind.