Calendar Integration

Seamlessly sync your job search activities with Google Calendar to never miss an important interview, follow-up, or deadline. This guide covers everything you need to know about CareerTrackr’s calendar integration.

Why Use Calendar Integration?

Benefits

• Single Source of Truth: All activities in one place
• Mobile Access: Get notifications on any device
• No Double Booking: Avoid scheduling conflicts
• Automatic Reminders: Never miss an interview
• Time Zone Management: Automatic conversion for remote interviews
• Professional Organization: Separate calendar for job search

Setting Up Calendar Integration

Step 1: Connect Your Google Account

1. Navigate to Settings from your profile menu
2. Scroll to Calendar Integration section
3. Click Connect Google Calendar
4. Sign in to your Google account
5. Grant permissions for calendar access

Step 2: Understanding Permissions

CareerTrackr requests specific permissions:

• Create calendars: To set up your dedicated job search calendar
• Manage events: To create and update interview appointments
• Read events: To prevent double-booking

Step 3: Configure Sync Settings

Choose your sync preference:

Two-Way Sync (Recommended)

• Changes in CareerTrackr appear in Google Calendar
• Changes in Google Calendar update CareerTrackr
• Perfect for managing everything from either place

One-Way to Calendar

• Only pushes from CareerTrackr to Google
• Changes in Google Calendar won’t sync back
• Good if you only want calendar notifications

One-Way from Calendar

• Only pulls from Google Calendar
• CareerTrackr becomes read-only for calendar events
• Useful if you manage everything in Google

Step 4: Enable Sync

Toggle the sync switch to activate:

1. Find the toggle next to “Sync Enabled”
2. Click to enable (turns purple)
3. Sync begins immediately

What Gets Synced?

Automatic Sync Items

These activities sync automatically when created:

• Interviews: All types (phone, video, in-person)
• Scheduled Calls: Recruiter check-ins
• Assessments: Tests and presentations
• Deadlines: Application and document deadlines
• Follow-ups: Scheduled follow-up reminders

Sync Details

Each synced event includes:

• Event Title: “[Company] - [Activity Type] - [Role]”
• Time and Duration: Exact scheduling
• Location: Physical address or video link
• Description: Role details, interviewer names, preparation notes
• Reminders: Based on your preferences

What Doesn’t Sync

These items remain in CareerTrackr only:

• General application notes
• Unscheduled activities
• Historical activities (before sync enabled)
• Private preparation notes
• Document attachments

Managing Synced Events

Creating Events

Add activities in either place:

From CareerTrackr

1. Click Add Activity on any application
2. Fill in details (date, time, duration)
3. Save the activity
4. Event appears in Google Calendar instantly

From Google Calendar

1. Create event in “CareerTrackr Activities” calendar
2. Use format: “[Company] - [Type]”
3. Add to the dedicated calendar
4. Event appears in CareerTrackr within minutes

Updating Events

Changes sync automatically:

• Rescheduling: Move in either calendar
• Duration Changes: Adjust length anywhere
• Adding Details: Update descriptions
• Cancellations: Delete syncs both ways

Handling Conflicts

When conflicts occur:

1. Time Zone Differences: We convert automatically
2. Overlapping Events: Warning shown in both systems
3. Sync Delays: Usually under 1 minute
4. Conflict Resolution: Last change wins

Advanced Features

Calendar Notifications

Customize your reminders:

1. Default Reminders: Set in CareerTrackr settings
2. Per-Event Overrides: Adjust for specific interviews
3. Multiple Reminders: Day before + hour before
4. Email and Pop-up: Choose notification types

Time Zone Handling

For remote interviews:

• Automatic Detection: Based on your settings
• Company Time Zones: Shown when different
• Calendar Conversion: Displays in your local time
• Meeting Links: Include time zone info

Color Coding

Events are color-coded by type:

• 🔵 Blue: Phone screens
• 🟣 Purple: Video interviews
• 🟢 Green: In-person interviews
• 🟡 Yellow: Assessments
• 🔴 Red: Urgent deadlines

Best Practices

Organization Tips

Keep your calendar clean:

1. Consistent Naming: “[Company] - Interview - [Role]”
2. Add Prep Time: Block time before interviews
3. Include Travel Time: For in-person meetings
4. Post-Interview Blocks: Time for notes
5. Weekly Reviews: Block time for job search admin

Interview Day Management

On interview days:

• Check Sync Status: Ensure latest updates
• Verify Details: Location, video links, interviewer names
• Review Prep Notes: Available in both systems
• Mobile Access: Everything on your phone
• Backup Info: Screenshot important details

Privacy Considerations

Maintain privacy:

• Dedicated Calendar: Separate from work calendar
• Generic Titles: If calendar is visible to others
• Private Settings: Set calendar to private
• Selective Sharing: Only share if needed

Troubleshooting

Common Issues

Events not syncing?

• Check sync is enabled in settings
• Verify Google Calendar permissions
• Ensure stable internet connection
• Try disconnecting and reconnecting

Duplicate events?

• Check sync direction settings
• Avoid creating in both places simultaneously
• Delete duplicates in one location
• Wait for sync to complete

Wrong time zone?

• Verify your CareerTrackr timezone setting
• Check Google Calendar timezone
• Update both to match
• Refresh calendar view

Calendar disconnected?

• Token may have expired
• Click “Reconnect Google Calendar”
• Re-authorize permissions
• Sync will resume

Getting Help

If issues persist:

1. Check sync status in Settings
2. Review error messages
3. Try toggling sync off and on
4. Contact support with details

Tips for Success

Daily Workflow

Start each day:

1. Check calendar for today’s activities
2. Review tomorrow’s schedule
3. Add any new activities
4. Update completed events

Weekly Planning

Every Sunday:

1. Review upcoming week
2. Add preparation blocks
3. Schedule follow-ups
4. Block job search time

Interview Preparation

For each interview:

1. Calendar event has all details
2. Prep notes in description
3. Reminders set appropriately
4. Post-interview time blocked

Mobile Calendar Usage

Google Calendar App

On your phone:

1. Install Google Calendar
2. Ensure account is added
3. Enable CareerTrackr calendar
4. Set up notifications

Features on Mobile

• Quick Reference: All details accessible
• Navigation: Direct to interview locations
• Video Links: One-tap to join
• Notifications: Never miss events
• Offline Access: View without internet

Privacy and Security

Data Protection

Your calendar data is:

• Encrypted: In transit and at rest
• Private: Only you can see your events
• Backed Up: Never lose important details
• Deletable: Remove anytime

Disconnecting Calendar

To disconnect:

1. Go to Settings
2. Find Calendar Integration
3. Click “Disconnect”
4. Confirm disconnection
5. Events remain in both systems

Next Steps

With calendar sync set up:

1. Schedule Activities - Add your first interviews
2. Interview Preparation - Get ready for success
3. Post-Interview Notes - Track outcomes

Calendar integration transforms your job search from chaotic to organized. Let technology handle the scheduling while you focus on landing your dream job!