Google Workspace
Integrating with Google, the approach
Which integrations Gfacility has with Google Workspace, which choices you make and the best order to set them up in.
Updated Oct 28, 2026
Integrations · Google Workspace · Start here
Does your organisation run on Google Workspace? Then you connect Gfacility to Google in a few places. This article gives the overview: which integrations there are, which choices you make and in which order you set them up. For each step we point to the article with the details.
The integrations at a glance
| Integration | What it does | Needed? |
|---|---|---|
| User sync | Brings your employees into Gfacility. | Recommended |
| Location sync | Brings your meeting rooms into Gfacility, with building and floor. | Needed for booking |
| Calendar sync | Keeps bookings in Gfacility and Google Calendar in step. | Needed for booking |
| Sign in with Google | Employees sign in with their Google account. | Automatic, nothing to set up |
| Email sending | Decides which address Gfacility sends emails from. | Optional |
The first three run through one integration account in your organisation: the Google Workspace integration. Signing in with Google works automatically as soon as an employee exists in Gfacility. Email sending is a separate integration.
The choices you make
Three choices decide how you set it up. Make them up front, together with the Google administrator.
1 · Which integration account?
A separate account with a licence, for example gfacility@yourcompany.com. The name is up to you; pick something that tells an administrator later what it is for.
2 · How do you delegate the rooms?
Add the account per room, or through a group (recommended). With a group you never miss a room that is added later.
3 · Which sender?
Gfacility's mail server (nothing to set up), or your own mailbox through SMTP (your own sender). See the comparison below.
Recommended order
Set it up in this order. Each step builds on the one before. Do everything on the test environment (UAT) first and only then on production: those are two separate environments, and you set up both.
| Step | Where | What | Why in this order |
|---|---|---|---|
| 1 | In Google | Prepare Google. Rooms as calendar resources, with building, floor and capacity. Employees with a licence. | Gfacility takes over what is in Google. Whatever is wrong there will be wrong in Gfacility too. |
| 2 | In Google | Create the integration account and give it an admin role. | Every sync uses this account's permissions. |
| 3 | In Google | Delegate the account on the room calendars, with "Make changes to events". | Without this delegation the rooms do come in, but their calendars stay empty. |
| 4 | In Gfacility | Connect the account in Gfacility and grant access, signed in as the integration account. | Only then can Gfacility reach Google. |
| 5 | In Gfacility | Switch on the user sync. | Employees must exist in Gfacility before they can sign in and book. |
| 6 | In Gfacility | Switch on the location sync. | Line up existing buildings and floors first, or they come in twice. |
| 7 | In Gfacility | Switch on the calendar sync. | Only works for rooms that are already in Gfacility. |
| 8 | In Gfacility | Check signing in. Have one employee sign in with Google. There is nothing to set up for this. | Only makes sense once the employees exist (step 5). |
| 9 | In Gfacility | Choose the email sending. | Before go-live, so the first emails come from the right sender straight away. |
Where is each step described?
- Steps 1 to 7: Google Workspace integration
- Step 8: Logging in to Gfacility
- Step 9: Setting up email sending and Mail whitelisting
Good to know: employees’ calendars
The room calendars run through the integration account. An employee’s calendar does not: each employee gives permission for that themselves. The first time someone creates a booking with calendar sync in Gfacility, Google asks whether Gfacility may write to their calendar. Once they allow it, the question does not come back. Tell your employees about this in advance, so the prompt does not surprise them.
Email: Gfacility’s mail server or your own mailbox?
| Gfacility's mail server | Your own mailbox | |
|---|---|---|
| Sender | Gfacility's address | Your own address, e.g. facilities@yourcompany.com |
| Setup | Nothing, works straight away | Set up SMTP |
| Replies | Do not reach you automatically | Arrive in your own mailbox |
| Maintenance | None | Renew the password in time |
| Spam filter | Add Gfacility's address to your trusted senders | Not needed |
| If something goes wrong | Gfacility fixes it | The email is not sent until you fix it; administrators get a warning |
Our advice: start with Gfacility’s mail server. Switch to your own mailbox when employees or visitors need to see your own sender, or when replies need to reach you.
What do you need from the Google administrator?
Collect this before you start:
| What | For |
|---|---|
| The integration account's email address | The account you connect in Gfacility |
| Someone who can sign in as that account | Granting access in Gfacility (step 4) |
| Confirmation of the admin role | Reading employees and rooms |
| Confirmation that every room calendar is shared | With "Make changes to events", per room or through a group |
| The sender address and the SMTP details | Only with your own mailbox |
Share passwords securely, for example through a password manager link. Never on their own in an email.