⚠️ Important
Legacy Calendar Sync has been deprecated.
This article applies only to Calendar Autopilot, the supported calendar sync solution for ExtendSync Google.
Many organizations use shared Google Calendars (e.g., Services, Support, Installations) where multiple users schedule events for a team. Calendar Autopilot supports syncing these shared calendars both ways between Google Calendar and NetSuite.
This guide covers:
Prerequisites
Calendar Autopilot add-on is licensed and enabled
Google Workspace and NetSuite emails are aligned per your configuration
Google Admin and NetSuite Admin access for setup
The shared Google Calendar exists and is shared with appropriate users
Setup (One-Time)
Step 1: Create & Share the Google Calendar
Create a shared Google Calendar (e.g., “Services Calendar”) and share it with the required users/groups with appropriate permissions.
Step 2: Create a NetSuite Employee for the Shared Calendar
A NetSuite Admin must create an Employee record representing the shared calendar.
Create a new Employee in NetSuite.
Email field: paste the Google Calendar ID of the shared calendar.
Name: match the Google Calendar name (e.g., Services Calendar).
📝 Note:
Grant temporary Login Access to this employee so a license can be assigned.
Login access can be removed after licensing.
How to find the Calendar ID
Google Calendar → Settings → Settings and sharing for the shared calendar → copy the Calendar ID.
Step 3: Assign Calendar Autopilot Licenses
Assign the Calendar Autopilot license to:
The shared calendar employee, and
Any users who should participate in syncing.
(NetSuite path) Setup → Custom → Celigo CloudExtend Setup → User License
Complete the steps and click Finish.
How to create/save events from NetSuite to Google
Use this when scheduling events in NetSuite that should appear on the shared Google Calendar.
In NetSuite, go to Activities → Scheduling → Events → New or
Open a NetSuite record, go to Communications → Activities → New Events.Enter event details (title, date/time, message).
Invite the shared calendar employee as an attendee (and any other attendees).
Save the event.
Result
The event syncs in real time to the shared Google Calendar.
If the creator is also an attendee, it may appear on their personal calendar.
Example
Elise is the Organizer who created the event so it will also sync to her Google Calendar. If you do not want that to happen you can set the organizer to someone else (More on that in the next example).
The event will sync in real-time to the services calendar, Justine Burdo’s calendar.
💡 Organizer Tip:
If you’re scheduling for someone else and don’t want the event on your own calendar, change the Organizer to the appropriate person and remove yourself as an attendee.
How to create/save events from Google to NetSuite
Use this when creating events directly in the shared Google Calendar.
In Google Calendar, create the event on the shared calendar.
Invite the shared calendar (and any users as needed).
Save the event.
Result:
The event syncs in real time to NetSuite for the shared calendar.
It also syncs to other attendees who have Calendar Autopilot licenses.
Important: Make the Shared Calendar Public in NetSuite
For visibility, the shared calendar must be public in NetSuite.
Temporarily enable Login Access for the shared calendar employee.
Log in to NetSuite as that employee.
Set the calendar visibility to Public.
Remove Login Access once complete
Best Practices
Use a dedicated shared calendar per function (Services, Support, Installations).
Invite the shared calendar explicitly to ensure proper association.
Standardize organizer rules to avoid duplicate personal calendar entries.
Confirm licenses for all participants who need synced visibility.