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Google Calendar integration

The Google Calendar integration reads calendar data from Google Workspace through OAuth. Once it is set up, your screen refreshes automatically every 15 minutes with the latest meetings, out-of-office entries and visitor info. It works with private calendars and resource calendars (meeting rooms).

What the integration does

  • Shows meeting room status (busy/free + current + next meeting)
  • Shows a team calendar (upcoming appointments for the whole team)
  • Combines up to 5 calendars on one screen
  • Refreshes every 15 minutes, or right away with Sync now
  • Works offline on the players: the last calendar stays visible for 24 to 72 hours during an internet outage
  • Supports private calendars through OAuth, no public share link needed
  • Respects Google Workspace permissions (admin restrictions on resource calendars carry through)

Requirements

  • A gibeon.io account, the free tier is enough
  • A Google account (personal or Workspace)
  • For resource calendars (meeting rooms): Workspace rights to see resource calendars

Create the integration

  1. Sign in to app.gibeon.io.
  2. Go to Design › Data and click New source.
  3. Choose the Google Calendar source.
  4. Use the button that connects with Google and sign in. Grant read access to the calendars you select explicitly. You do not need to share any calendar publicly.
  5. Choose one or more calendars (up to 5).
  6. Choose a preset:
    • Meeting room door for one resource calendar: busy/free + countdown
    • Team calendar for 1 to 5 calendars together: chronological list
    • Week overview for multi-day planning
    • Reception / visitors for lobby screens
    • Multi-room grid for all meeting rooms at once
  7. Save and drag the data source onto a playlist or screen.

Presets

Meeting room door: busy/free + countdown

Shows one resource calendar as a door display. Room name, status (busy/free), current meeting with title and organiser, next meeting, “free for X minutes” countdown.

Configuration:

  • Resource calendar: for example [email protected]
  • Private mode: choose whether titles and attendees are shown, or only “Busy”
  • Branding: room name, logo, colors

Recommended hardware: a 7-inch Android tablet on the wall, a 24-inch TV via Chromecast, or an e-paper display with a separate controller.

Team calendar: chronological list

Combine 1 to 5 calendars in a chronological list of today and tomorrow. For reception, the team kitchen, shared spaces.

Configuration:

  • Calendars: up to 5
  • Time span: today, today + tomorrow, or week
  • Private filter: show or hide private events
  • Color coding: take it over from Google or set it per calendar

Week overview: 5-day blocks

For planning context. Meetings as colored blocks per day, for team managers who want to see patterns.

Reception / visitors

Combine a “Visitors” calendar with opening hours, wifi info and a contact number. For lobby screens where visitors walk in.

Multi-room grid

All meeting rooms at once in a grid. For a central facility management overview in the hallway.

Resource calendars (meeting rooms)

In Google Workspace, meeting rooms are regular calendars under “Resources”. gibeon.io detects them automatically during setup. Select “Meeting room Alpha” or “Boardroom 3rd floor”. We treat them the same as personal calendars.

Admin restrictions (some resource calendars are visible only to certain users in Workspace) keep applying. A user who has no access to a room calendar does not get it on the screen through gibeon.io either.

Privacy and sensitive meetings

Three layers of privacy control:

  1. At meeting level in Google: mark a meeting as “Private”. gibeon.io shows only “Busy” without title or attendees.
  2. At calendar level: choose a gibeon.io template variant that always shows only the status, no titles.
  3. At tenant level (enterprise): an admin policy to not send meeting titles to external data sources.

For M&A meetings, HR conversations and board meetings, we recommend the “Minimal, status only” template on all meeting room displays.

Refresh frequency

Every 15 minutes by default. Trigger it manually with Sync now. The Pro tier supports a 5-minute sync for meeting room displays where every minute counts (last-minute booking changes, no-show detection).

During an internet outage, the last fetched calendar stays visible for 24 to 72 hours in the cache. A “connection restored” badge appears as soon as it is live again.

Permissions and security

We use delegated permissions through Google OAuth2 with the https://www.googleapis.com/auth/calendar.readonly scope. Read access only. No write permissions. No access to other Workspace data than the calendars you choose explicitly.

For Workspace admins: gibeon.io is a verified Google OAuth app. Workspace policies (data region, retention, audit log) keep applying. We respect them.

Limits

  • Sub-minute updates are not supported: 5 minutes at minimum on Pro, 15 on free
  • Meetings with more than 100 attendees: the attendee list is cut off on the screen (first 10 + count)
  • Recurring events with irregular exceptions: we show the calculated instances, not the master event
  • Booking from the screen (tap to book) is not supported at the moment

Troubleshooting

”Calendar not found” after connecting

The user who went through OAuth may not have access to the calendar. Check whether the user can open it in Calendar.google.com. If that does not work, gibeon.io will not work either.

Resource calendars do not appear in the list

A Workspace admin may have placed a restriction on “View resource calendars”. Ask your Workspace admin to give the user read access to the resource calendars, or to set up a dedicated service account for gibeon.io.

Meeting does not appear on the screen

It may be marked private by the organiser. Check the Google Calendar event settings. If “Private” is active, we show only “Busy”. For events that are allowed to be visible: ask the organiser to set “Default visibility” or “Public”.

Times are an hour off

A time zone issue. Check whether the calendar time zone matches your location. For multi-location companies, a resource calendar can run in an EU time zone while the screen is in a US location. We use the screen locale, not the calendar time zone.

Pricing

Free up to 3 screens + 1 Google Calendar integration. Pro €99/month for 10 screens + audit log. Business €198/month for everything in Pro with more room: video up to 4K, more AI scenes and more storage. No per-room rate, no per-meeting rate: an unlimited number of calendar integrations within your workspace.