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Try FlowBookings Now
You already run your day out of Google Calendar, and that's where your bookings belong.
Connect FlowBookings to Google Calendar through Zapier and every appointment booked on your Webflow site turns into a calendar event on its own; customer, service, and time already filled in.
Why connect FlowBookings to Google Calendar
A booking that lives only in your booking dashboard is a booking you have to remember to go check.
Google Calendar is where you already check your bookings. Put your appointments there, and they sit next to everything else in your day; on your laptop, on your phone, on the shared calendar your assistant watches.
You get the reminders you already trust. Someone can glance at the week and see what's booked without ever touching your FlowBookings account or your customer list.
It's the same appointments you already have. Just somewhere you'll actually see them.
How it works
A customer books on your Webflow site and FlowBookings records the appointment. Zapier spots it and creates a matching event on the calendar you choose. Set it once, and it runs on its own.
The connection runs one way, where FlowBookings fills your calendar, but events you add in Google Calendar don't change your booking availability. That's still handled where it always was: the working hours and holidays in your FlowBookings account.
What you'll need
- A FlowBookings account on any plan
- A free Zapier account (a paid plan only comes in for the optional extras below)
- A Google account with access to the calendar you want bookings to land in
- At least one service set up in FlowBookings, and one booking to use as a test
The triggers you're working with
FlowBookings gives Google Calendar two things to react to:
Each event can carry the customer's first and last name, email, the service name, the start and end time, the price, and any custom fields the customer filled in on your booking form.
Zaps you can build
Create a Calendar Event from Every Booking
New Booking → Create Detailed Event
A booking comes in, and an event appears with the service in the title, the customer as an attendee, and the details in the description in your Google Calendar.
Clear Cancelled Bookings Off Your Calendar
Booking Cancelled → Find Event → Delete Event
When a customer cancels, the event comes off your calendar instead of sitting there as time you think is taken. Needs a quick Find Event step in the middle: drop the booking ID into the event when you create it, then search on it to pull the right one.
Mark Bookings Complete After the Event Ends
Event Ended (Google Calendar) → Update Booking Status
This one runs the other way. When the calendar event finishes, the booking gets marked complete back in FlowBookings, so your reports reflect what actually happened without you closing each one out by hand.
How to set up FlowBookings and Google Calendar integration
Here are the steps to build the integration:
1. Grab your API key
In FlowBookings, go to Dashboard → Integrations → API Key and copy the key. This is what lets Zapier into your account, so treat it like a password and don't paste it anywhere public.
2. Start a new Zap
In Zapier, hit Create → Zaps, search FlowBookings, and pick it as your trigger app.
3. Choose the New Booking trigger
Select New Booking. When Zapier asks you to sign in, paste your API key. It'll pull in a recent booking as sample data so you've got real fields to work with. No bookings yet? Make a quick test one on your Webflow site first — you'll want it for the next step regardless.
4. Add Google Calendar
Add an action, choose Google Calendar → Create Detailed Event, sign in with the Google account that owns your calendar, and approve the permissions Zapier asks for.
5. Map your booking to the event
This is where the Zap earns its keep — a good mapping is what makes the calendar entry actually useful:
6. Test it and switch it on
Run the test and check the event on your calendar. If the time's off by a few hours, it's almost always a timezone mismatch — check that your Google Calendar timezone matches the one set in FlowBookings. Looks right? Publish.
7. Clear cancellations (optional but worth it)
Build a second Zap: trigger on Booking Cancelled, add a Find Event step that searches for the booking ID, then a Delete Event step using whatever it finds. Only works if step 5 put the booking ID in the description — which is exactly why it's there.
8. Close out completed bookings (optional)
Want bookings marked done automatically? Trigger on Event Ended in Google Calendar, then FlowBookings → Update Booking Status → Completed, mapping the booking ID from the event description. One caveat worth knowing: once a booking is cancelled, rejected, or already completed, its status is locked and can't be changed — so this only acts on bookings still open when the event ends.
Here is detailed documentation on how to set up Zapier in FlowBookings.
What you need to know
A few honest edges before you build:
- It's a one-way sync. Bookings flow into Google Calendar. Events you create in Google Calendar don't block time in FlowBookings — availability stays under your working hours and holidays there
- It's fast, not instant. Zapier checks for new bookings every 1–5 minutes on paid plans, up to 15 on the free one
- Reschedules don't move the event. The trigger fires when a booking is made, not when it changes. If a customer reschedules, the original event stays at the old time, and no new one appears — you'll adjust that one in Google Calendar yourself
- Cancellations aren't automatic. A cancelled booking stays on your calendar unless you build the clear-out Zap in step 7
- No meeting links. FlowBookings doesn't create or store video links. A Google Meet link added by Calendar isn't written back into the booking or your confirmation emails
Frequently asked questions
Does this cost anything extra?
Zapier integration is available on all FlowBookings plans with no extra charges. You'll need a Zapier account, and the free tier covers the basic booking-to-calendar Zap. A paid Zapier plan only comes in for the multi-step extras like clearing cancellations or routing services.
Is the sync two-way?
No. Bookings flow from FlowBookings into Google Calendar. To block time, use the working hours and holiday settings in FlowBookings.
How fast do bookings show up on my calendar?
Somewhere between one and fifteen minutes, depending on your Zapier plan's checking speed.
What happens when a customer cancels?
Nothing automatically, unless you've built the clear-out bookings. Otherwise, the event stays on your calendar.
What happens if a customer reschedules?
The event doesn't move on its own, and the trigger only fires on a fresh booking. You'll adjust the time in Google Calendar yourself.
Do I need to know how to code?
Not at all. Everything's done by pointing and clicking in Zapier.