--- title: Bookly–Square–Google Calendar Sync Pattern type: article created: '2026-04-05' updated: '2026-04-05' source_docs: - raw/2025-09-30-la-marie-beauty-project-call-90853656.md tags: - integrations - bookly - square - google-calendar - zapier - wordpress - booking layer: 2 client_source: null industry_context: null transferable: true --- # Bookly–Square–Google Calendar Sync Pattern ## Overview When a client uses both **Bookly** (WordPress booking plugin) and **Square** (POS/scheduling), direct two-way sync between the two systems via Zapier is not reliably achievable. The recommended pattern is to introduce **Google Calendar as a centralized sync hub**, with both Bookly and Square communicating to and from it independently. This pattern was developed during the [[clients/la-marie-beauty/index|La Marie Beauty]] project. --- ## The Problem ### Direct Bookly ↔ Square Sync Fails in One Direction Bookly relies on its Zapier add-on for all third-party communication. While it is possible to push appointment data **from Bookly to Square** via Zapier, the reverse direction — Square back to Bookly — cannot be established through Zapier. This means appointments created or modified in Square do not propagate back to Bookly. ### Timestamp Mismatch Even in the working direction (Bookly → Square), a timestamp format mismatch between the two systems prevents Square from correctly reading appointment times. This requires a translation step, such as a Zapier AI action or a custom formatter, to normalize the timestamp before Square can create the appointment record. ### Bookly's Native Square Integration Is Payment-Only Bookly does have a built-in Square integration, but it covers **payment processing only** — not calendar or appointment syncing. Teams often assume this integration covers scheduling as well; it does not. --- ## The Solution: Google Calendar as Sync Hub ``` Bookly ──┐ ├──► Google Calendar ◄──► Square Square ──┘ ``` Both Bookly and Square are configured to sync with a shared Google Calendar. This sidesteps the direct Bookly ↔ Square limitation by making Google Calendar the source of truth for availability and appointments. ### Why This Works - Bookly supports Google Calendar sync natively (or via Zapier). - Square supports Google Calendar sync natively. - Google Calendar becomes the single authoritative view of the schedule. - Staff can view and manage appointments from either system or directly in Google Calendar without creating conflicts. ### G Suite Simplifies Setup If the client already uses **G Suite (Google Workspace)**, all team email accounts are Google-domain accounts, meaning no new Gmail account needs to be created. The existing organizational calendar infrastructure can be used directly. --- ## Implementation Steps 1. **Identify the Google Calendar account** to use as the hub — typically the primary staff member's calendar or a dedicated shared calendar within the client's G Suite org. 2. **Grant Bookly access** to the Google Calendar (via OAuth or Bookly's Google Calendar add-on settings). 3. **Connect Square** to the same Google Calendar via Square's native calendar sync settings. 4. **Resolve the timestamp mismatch** in the Bookly → Square Zapier zap. Use a Zapier Formatter or AI action step to convert Bookly's timestamp format to one Square accepts before the appointment creation step. 5. **Test the full loop**: create a booking in Bookly, verify it appears in Google Calendar and Square; create/modify in Square, verify it reflects in Google Calendar. 6. **Verify deduplication logic**: configure the Bookly → Square zap to search for an existing Square customer by email and phone before creating a new one, to avoid duplicate customer records. --- ## Known Limitations | Issue | Status | |---|---| | Square → Bookly direct sync via Zapier | Not achievable; use Google Calendar as intermediary | | Bookly timestamp format incompatible with Square | Requires Zapier formatter/AI step to translate | | Bookly native Square integration | Payment only, not scheduling | | Bookly third-party communication | Always requires the paid Zapier add-on | --- ## UX Consideration: Service Variations and Booking Flow A related challenge on projects using Bookly with service variations (e.g., multiple lengths or types of a single service): - Bookly does **not** support displaying variations within its booking widget. - The recommended approach is to handle variation selection **on the WordPress product/service page** before entering the Bookly flow: 1. User lands on a service page (e.g., "Anything But Basic Facial"). 2. User selects a variation (e.g., 60 min, 90 min) from options on that page. 3. User clicks a CTA button that deep-links into the **specific corresponding Bookly service**. 4. Bookly booking flow proceeds for that single, pre-selected service. - The CTA button label should be reviewed — "Book Now" can be confusing if the user hasn't yet selected a variation. Consider "View Options" or "Select & Book" depending on the flow. - Implementation requires coordinating the variation-to-Bookly-service mapping in WordPress (work with the front-end developer to wire each variation selection to the correct Bookly service URL/shortcode). See [[clients/la-marie-beauty/index|La Marie Beauty]] for the specific implementation context. --- ## References - [[clients/la-marie-beauty/index|La Marie Beauty — Client Overview]] - Source meeting: La Marie Beauty — Bookly/Square/Google Calendar Integration Call (2026-04-05)