Appointment Reminders and Google Calendar Sync

Missed appointments cost you time, money, and credibility. BuilderMate helps you stay on top of your schedule with automated reminders and a two-way Google Calendar sync that keeps everything in one place.

Who Can Access This

• Admin — Configures reminder settings for the organization.
• All users (Admin, Team Member, Field User) — Connect their own Google Calendar and receive reminders for their assigned appointments.

Automated Reminders

Setting Up Reminders

1. Navigate to Settings > Configuration > Schedule Settings.
2. Find the Reminders section.
3. Enable the reminder toggle.
4. Configure the timing — choose when reminders fire:
   • 1 hour before the appointment
   • 2 hours before the appointment
   • 24 hours before the appointment
5. Choose the delivery method:
   • SMS — Text message to the assigned employee's phone.
   • Email — Sent to their inbox.
   • Both — Belt and suspenders.
6. Save your settings.

How Reminders Work

Once enabled, reminders are fully automatic. When an appointment is scheduled and has assigned employees, those employees receive a reminder at the configured time before the appointment. No one needs to remember to set a reminder — it just happens.

Client Reminders

Clients can also receive reminders if configured. This is a great way to reduce no-shows on estimate appointments and site visits. When a client confirms they'll be there, you save your team from wasted trips.

Pro Tip: If your team handles a lot of estimate appointments, the 24-hour reminder for clients is worth its weight in gold. A quick reminder the day before dramatically reduces cancellations and no-shows.

Google Calendar Sync

Connecting Your Google Calendar

1. Navigate to Settings > Integrations.
2. Find Google Calendar and click "Connect Google Calendar".
3. You'll be redirected to Google — sign in and authorize BuilderMate to access your calendar.
4. Select the Google account you want to sync with.
5. Once authorized, you're connected.

How the Sync Works

The sync is bidirectional:

• BuilderMate → Google Calendar — Appointments you create in BuilderMate automatically appear in your Google Calendar.
• Google Calendar → BuilderMate — Events you create in Google Calendar sync back to BuilderMate.
• Changes sync both ways — If you reschedule an appointment in either system, the change reflects in the other.

Important Details

• Per-user connection — Each team member connects their own Google account. This is not an organization-wide setting. Everyone syncs their own calendar independently.
• Sync status — Each appointment shows its sync status so you can confirm it made it to Google Calendar.
• Works alongside reminders — Google Calendar sync and BuilderMate reminders work independently. You'll get BuilderMate's SMS/email reminders plus any Google Calendar notifications you have set up.

Disconnecting Google Calendar

If you need to disconnect:

1. Navigate to Settings > Integrations.
2. Find Google Calendar.
3. Click "Disconnect Google Calendar".

Your BuilderMate appointments remain intact — they simply stop syncing to Google Calendar.

Good to Know: Since the sync is per-user, if a team member leaves and a new person joins, the new team member just connects their own Google account. There's nothing to transfer or reconfigure at the organization level.

Related Articles

• Creating Appointments with Multi-Employee Assignment
• Company Settings and Configuration