Gigwell can only connect to an artist's Google calendar when your agency's linked Google account has joined it at the right permission level. If a calendar won't link or doesn't show up, it's almost always the share: it went to the wrong address, it was sent at a permission level below the one Gigwell needs, or the invitation hasn't been accepted yet.
What a working share needs
It's shared with the Google account linked to your agency, shown at Settings > Calendar & Templates > Calendars. The addresses have to match exactly — not a personal address.
The permission level is Make changes and manage sharing. Anything lower will not work.
The invitation has been accepted from the linked Google account's inbox. Google requires that step before Gigwell can connect to a calendar.
I'm getting "No access to calendar" when I try to link a calendar
This message means the calendar exists, but your agency's linked Google account hasn't joined it yet. The fix depends on who created the calendar.
If the calendar was created from Gigwell
Open the inbox of the Google account linked to your agency. To check which one that is, go to Settings > Calendar & Templates > Calendars.
Find the calendar invitation Google sent to that address and accept it.
Come back to Gigwell and reload the page.
Go to Settings > Calendar & Templates > Calendars and link the calendar again.
For more on creating a calendar from Gigwell and the invitation email step, see the Adding a Google Calendar article.
If the artist shared the calendar with you
Ask the artist to open their own Google Calendar settings and find the calendar they shared.
Have them confirm it's shared with your linked Google address — the exact address shown on your Calendars page, not a personal one.
Have them set the permission to Make changes and manage sharing.
Accept the share from the linked Google account's inbox.
Reload Gigwell and link the calendar.
My artist's calendar never appears in the dropdown
Ask the artist which email address they shared the calendar with.
Compare it to the Google account linked to your agency, shown at Settings > Calendar & Templates > Calendars. They have to match exactly.
Ask the artist what permission level Google shows for that share. It must be Make changes and manage sharing.
If the permission is lower, have them change it to Make changes and manage sharing and save.
Accept the share from the linked Google account's inbox.
Reload Gigwell and check the dropdown again.
What can't be used
A calendar can only be connected by sharing it directly with your linked Google address. Public calendar addresses, embed codes and the link Google gives you for adding a calendar by URL will not work, no matter how they're pasted in. If the artist offers you one of those, ask for a direct share instead.
If that doesn't work
The page isn't always the best test. Create a test booking with that artist attached and check whether the event appears on their calendar — if it does, the connection is working and you can carry on.
If the invitation never arrived, have the calendar owner remove the share and send it again — a fresh share usually reaches the inbox cleanly.
If the share is confirmed at the right level, to the right address, and events still aren't landing, start a chat from the messenger. Have the artist's name as it appears on your roster and the permission level Google is showing ready.
Good to know
Only the account holder can accept a Google calendar invitation. If the linked Google account is a shared agency mailbox, whoever has access to that mailbox needs to do the accepting — it can't be done from inside Gigwell.
Shares sometimes get sent from a personal Google account to a personal Google account without the agency account involved at all. It's worth confirming the artist is looking at the same calendar you are — if they own several, the one they shared may not be the one their gigs go into.
Adding a Google Calendar
Once you create an artist Google Calendar in Gigwell, you will see "No Access to Calendar" and will receive an email from Google asking you to Opt-in to the calendar by clicking "Add this calendar."
By clicking the link, your Google Calendar will open to add the artist calendar. Please make sure you have the correct account open. The account must be the same account connected to the agency settings.
Create or Connect an Artist Google Calendar
For each artist you can either connect an existing Google Calendar or create a new one.
Connecting an Existing Shared Calendar
To connect an existing Google Calendar, make sure the email connected to the agency has full access to the calendar (make changes AND manage sharing).
Click the drop down to the right of the artist's name to select the calendar.
Creating a new Google Calendar for an artist.
To create a new calendar, click "Artist Calendar is Disabled" and click "save" at the bottom of the page.
Setting Up Google Calendar Sync
Agents can sync artists' events in a shared Google Calendar that communicates itinerary details to artists and automatically watches out for potential scheduling conflicts. When turned on, Gigwell adds a new calendar into your Google account and invites your artists automatically to collaborate. Artists can enter black out dates, holds, studio time and more, to alert agents of their availability.
Gain visibility into your artist calendars
Never double book your artists again
Communicate itinerary details -- including venue addresses, contact info and notes -- to your artists while they travel
Receive real-time event and itinerary updates
Gigwell works with your Google Calendar in real time. Bookings made via Gigwell are automatically created in the shared Google Calendar and busy time from the artist calendar immediately blocks their availability in Gigwell.
When a booking is made, a Google Calendar event is automatically created on your artist's calendar, including the event address, itinerary details and associated notes and/or contact info.
Account Settings > Calendar & Events > Calendars
If you don't have an existing shared calendar with your artist, you can choose to have us create one for you.
Once you create an artist Google Calendar in Gigwell, you will see "No Access to Calendar" and the main Google Account connected to your agency will receive an email from Google asking you to Opt-in to the calendar by clicking "Add this calendar."
Troubleshooting calendar linking
"Malformed request" error when linking Google
Go to myaccount.google.com > Third-party access.
Remove Gigwell's access.
Link your Google account again from Gigwell.
A personal calendar shows as shared with the whole team
The wrong calendar is linked. Create a new, dedicated calendar for the artist and link that one instead of the personal calendar.
If you have any questions or need additional help, please reach out to support@gigwell.com or use the chat widget on your screen.