HeyTeam is interconnected with Google Calendar and can automatically send invitations to employees' calendars.
Activating the different Gsuite modes on Heyteam / Meet links / Google Calendar sync.
When adding the Gsuite "Software" resource, you will have two options:
-
- " Synchronize with events"
- "Automatic creation of a Gsuite user account"
- Activating both "Synchronize with events" + "Automatic creation of a Gsuite user account”
Good to know:
- ⚠️ Once the choice is made and the connector is running, if a company wants to modify its choice, it must delete the Gsuite "software" resource to be able to re-create it with the new mode.
1 - Synchronize with events
- You can activate Gsuite to manage a Heyteam event link → go to email calendar, then: resources / software / add / Gsuite. Select "Synchronize with events", fill in the mandatory information and validate the addition of Gsuite.
- All users in your company who have an active Gsuite email and the resource in their programs will receive the events directly in their calendar and an email from Gsuite to inform them of the addition of the event to their calendars.
- The event added to the calendar includes the event description.
2 - Automatic creation of a Gsuite user account
- When the "Automatic creation of a Gsuite user account" button is activated every user who has the resource in their programs will have (at the selected date) in the Gsuite resource settings, an automatic creation of a Gsuite account. This includes the activation and the creation of the professional email address to their company domain name (email address previously filled in the FOC).
- An event invitation email with an ICS file + the description of the email content are sent on the scheduled date.
- The user must accept the invitation for the event to be added to the calendar with the ICS file.
- No automatic creation of a virtual meeting.
- The event description is added to the calendar (this is where you can add a meet link if needed)
3 - Automatic creation of a Gsuite user account + Synchronize with events
- This enables all options, linking with events + Gsuite account creation with email to the company domain name.
Schedule reminder:
- Creation of a Gsuite email address: every day at 00:00, local time of the user
- Switch from personal to professional email: the day of setup at 04:00, local time of the user
- Starting time of events via classic email outside Gsuite or via Gsuite directly in the Gsuite calendar: 07:00, local time of the user ⚠️ All events before this time will not be sent by email or on Gsuite if the invitation is sent on the day of the event.
Meet link:
- With the Gsuite connector, it is possible to generate a meet link automatically
The link will be automatically added to the event in Google calendar.
You can also add a predefined meet link:
The meet link will be automatically visible in the event description in your Google calendar.