This walkthrough details the steps required to sync ClickUp tasks with events in Google Calendar, although similar steps and principles will apply to many other Unito integrations.
This integration has two goals:
- Create a 1-way sync from ClickUp to Google Calendar with rules to create events in the latter based on tasks in the former.
- Set up a 2-way sync for relevant fields to will allow changes made in Google Calendar to appear in the related ClickUp tasks.
Before we begin:
- Ensure you have an account in both ClickUp and Google Calendar with the right permissions to access and modify information in each tool.
- You may wish to create a new shared calendar if you don’t want to sync an existing calendar.
- NOTE: Unito identifies contacts and calendar guests by their email address. In order to sync guests to your shared calendar, each email address must be associated with your contacts in ClickUp and Google Calendar before building a flow.
Why sync ClickUp with Google Calendar?
Let’s imagine there’s a marketing team using ClickUp to manage projects and coordinate work. They’ve created a roadmap for upcoming content in various stages of development and they plan to share it internally so other teams will have visibility. It can be used to let employees know when to share content on their own platforms, to let sales reps see when new collateral will be available, and so on. Connecting ClickUp with Google Calendar will enable them to sync tasks and lists from ClickUp including: assignees, details, dates, times, etc.
Step 1. Connect ClickUp and Google Calendar to Unito
Navigate to the Unito App and select +Create Flow. On the next screen, select Start Here to connect ClickUp and Google Calendar. Choose the accounts you want connected to Unito. When you connect Google Calendar for the first time, make sure to select every checkbox in order for your flow to function properly.
You’ll need to specify which account, list, and Calendar you wish to sync through Unito.
When you’re ready, click Confirm.
Step 2. Choose a flow direction between ClickUp and Google Calendar
Your data can sync either from one tool to the other, or bidirectionally. At this stage, we are only determining which tool will create a new event or task in the other. Since our goal is to enhance visibility in Google Calendar on upcoming content, we’ll set a 1-way flow from ClickUp to Google Calendar.
Click Confirm when you’ve chosen a flow direction.
Step 3. Pick rules to sync specific events from ClickUp to Google Calendar
Next, we’ll set up rules that determine which trigger events will send data between ClickUp and Google Calendar. This is our chance to filter out tasks we don’t want to appear as events in Google Calendar. A great way to do so is by making use of status, labels, or tags in ClickUp, and/or colors in Google Calendar.
Select Add a new trigger to sync your relevant status with Google Calendar.
In the above example, our demo will create matching events in Google Calendar for tasks labeled with any of the following statuses: “planned”, “in progress”, “revision”. This way, the only tasks that will appear in the calendar as events are those that require action and need to be visible in Google Calendar.
Step 4. Set field mappings between ClickUp and Google Calendar
While rules are intended to set triggers for when and how data should be synced, choosing fields determines which details from your tasks or calendar events will be synced. If you select auto-map, you can still change any mappings you want or add custom fields. If you’d rather DIY and know exactly how you want your fields mapped, start from scratch.
What are Field Mappings?
Click + Add mapping to sync additional fields, then Select a field for each tool and find the field you wish to map.
In the above example, we’ve mapped the status of our tasks to colors in Google Calendar so they will be easier to identify. Most of our fields have been synced bidirectionally so that changes in other Clickup or Google Calendar will appear in the other. However, the Clickup fields Attachment and Link to task are set to a 1-way sync with our description footer in Google Calender. That means if we change the description footer in our calendar, Clickup will be unaffected, but if we add or remove an attachment from Clickup then that change will occur in the calendar.
Select the gear icon and then + Add more Status & colors to add a new mapping. Select a value to specify the status and color you wish to pair. If you select the + sign beside a value, you can map a value in one tool to multiple fields in the other (e.g., digital could appear as both blue and yellow events in Google Calendar).
Click Confirm when you’re satisfied with your field mappings to proceed.
Find out more about setting field mappings.
Step 5. Save, close, and launch your ClickUp to Google Calendar flow
And that’s it! You’ve just completed a flow between ClickUp and Google Calendar. Congratulations!
If you’ve followed the steps above, your flow will now:
- Create an event in Google Calendar for every ClickUp task you’ve included in the rule set.
- Sync dates, times, guests, event titles, attachments and descriptions between your tools and keep them up to date in real-time.
If you have any questions, don’t hesitate to reach out and let us know. Our live support team is ready to jump in and lend a hand to make sure your flows always functions as intended.
- Learn how to duplicate this flow to suit other use cases you may have in mind.