Google‎ > ‎Apps Script‎ > ‎Workflow Max Integration‎ > ‎Getting Started‎ > ‎

Setup

These instructions are for first time use and if your updating to a newer version. Before updating to a new version please see the clean calendars procedure prior to updating.


The latest version of Better Scheduling for WorkflowMax is available from our site here:


BEFORE YOU BEGIN:

Please ensure you have completed the below pre-requisites prior to starting the setup, this is only required once:

Using a Gmail consumer account or a new (less than 6 months old) G Suite account (formerly Google for Work):
If you are using any of the above types of accounts your API usage is severely limited.  API access is needed to allow calendar editing in your domain. 

The free consumer Gmail account AND newer G Suite accounts are heavily restricted by Google to stop misuse.  There is the ability to raise these restrictions for payed G Suite accounts by pre-paying 6 months of your subscription as detailed here

Note: Newly created Google Apps domains are subject to the consumer limit for the first billing cycle if they have six or more users, or several billing cycles if they have fewer uses. For more information, see the Help Center page on sending limits

Contact us to get more information, we are happy to help or demo for you.

Create your Workflow Max custom fields:
You need at least the two START TIME and END TIME custom fields created and associated to Job Tasks in Workflow Max.  For assistance please see these instructions.

Add your staff calendars to your calendar view:
You should have all your staff calendars displayed in your calendar.  For help see these instructions.

Get your API and Account keys from WorkflowMax:
You need to have your API and Account keys from support@workflowmax.com

Click the link sent to you and make a copy of the Google Sheet

STEP 1. Configure Google Calendar API


Once the Better Scheduling for Workflow Max spreadsheet is open... 


NOTE:  Please check that the Better Scheduling for WorkflowMax menu appears after the sheet loads, if it doesn't then see this fix here first


go to Tools > Script Editor


Then in the Google Apps Script Editor go to Resources > Advanced Google Services


Enable/Turn On the Calendar API service (most likely already on)



Then click the Google Developers Console link at the bottom of the Advanced Google Services page:


Then under Google Apps APIs > click Calendar API


Select Enable API

Close this Tab/Window


STEP 2. Ensure Time zones are correct/consistent

All 3 services, Google Apps script editor, Google Calendar and Google Sheets must have the correct location or at least matching time zones set.


Google Apps Script Editor

In the Google Apps Script Editor, go to File > Project Properties > Info tab and set the correct time zone (this will ensure the time stamps in the logs and spreadsheet reflect your current time)


Google Spreadsheet

Go to File > Spreadsheet Settings > Locale and Timezone


Check both the Locale and Timezone are correct for your location OR Matching the Google Apps script and Google Calendar


Google Calendar

In all the calendars that will be managed by the integration tool, go to Settings icon > Settings


Ensure the timezone for the calendar(s) is set for your location OR matching the other two services.


STEP 3. Configure Workflow Max

Once the Sheet opens, click on the “Better Scheduling for WorkflowMax” menu and select 🏠Home option


(NOTE: The Home sidebar will auto open but won't work until you grant permissions.)



The sheet will ask for authorisation

Click Continue then accept the permissions by clicking Allow


The  sidebar menu will open


Read the Welcome menu and then click the ★My Account button


Then click the Start Trial button


I will set you up on the back end to automatically subscribe you. Your Account status will change to Free Trial for your 30 day trial period. For info on all the account status messages, go here.


Trial Account


Active Subscriber Account


Click on 1. Configure WorkflowMax


Enter your API and Account keys here


Click 2. Connect Google Calendars



Map your WorkflowMax staff (right) to your Google Calendars (left)



Click 3. Configure Custom Fields


Map your custom fields to Google Calendar events


Set your sync options (optional)


Select Jobs or Tasks to sync them to your calendar, deselect to stop them syncing.


Leave the sync interval time blank to sync every 2 mins.


Click Start Service


That's all the set for the script. You can close the Google Sheet, start syncing now and sit back and enjoy!


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