Automate building access with the Google Calendar integration

Sync Protobuzz automations with Google Calendar so residents, staff, and vendors only get in when they should.

Calendar-driven access without the spreadsheets

February 14, 2025

Google Calendar is where property teams already plan move-ins, vendor visits, concierge rotations, and guest arrivals. By syncing those events with Protobuzz, you can automate door access, forward calls to the right contacts, and log every unlock without copying details into spreadsheets or lobby binders.

The integration reads event metadata to activate automations at the perfect moment—unlocking entrances, provisioning visitor codes, or notifying front desk teams when a VIP arrives. It works across single buildings and multi-property portfolios, so operations stay visible no matter how many calendars you manage.

Screenshot of Protobuzz automation rules tied to a calendar event
Automations in Protobuzz trigger when matching calendar events go live, keeping visitor access aligned with the schedule your team already curates.

Why calendar-based access matters

Shared calendars are the single source of truth for most property teams, but access rules often live elsewhere. When schedules change, concierge staff scramble to update codes, residents forget to ping the front desk, and contractors show up after credentials expire.

Protobuzz closes the gap by syncing availability data directly from Google Calendar. Update an event time, invite list, or location and the right doors respond instantly. That keeps your building secure while preventing awkward “the buzzer isn’t working” moments for visitors.

  • Real-time updates: Event edits in Google Calendar immediately adjust unlock windows and call-forwarding rules.
  • Better accountability: Every calendar-triggered action is logged, so boards and property owners can audit who accessed the space and when.
  • No duplicate data entry: Concierge teams maintain one schedule instead of juggling spreadsheets, email threads, and access portals.

Connect Protobuzz with Google Calendar in five minutes

Step 1

Create a service account in your Google Workspace or use delegated access for a shared calendar.

Step 2

Authorize Protobuzz to read the calendars used for move-ins, amenities, or contractor visits.

Step 3

Tag events with entrance locations or automation labels so Protobuzz knows which doors to unlock.

Step 4

Assign fallback contacts for each calendar to route buzzer calls if a host or concierge misses the event.

Step 5

Test the sync with a short demo event and confirm the activity log captures the unlock timeline.

Turn calendar events into visitor-ready automations

Protobuzz watches for event metadata like titles, attendees, and event descriptions to personalize the experience for whoever is arriving. A single automation can create temporary door codes, unlock a vestibule, and notify residents when the event starts—all from calendar fields your team already fills out.

  • Resident reservations: Give residents self-service access to amenity spaces without staff intervention. When the time ends, the code expires automatically.
  • Vendor access: Approve contractors and cleaners with recurring events. Protobuzz only opens doors on scheduled days and revokes access during blackout periods.
  • Short-term rentals: Sync booking calendars to generate guest credentials, send arrival instructions, and alert cleaners when check-out is complete.

Keep teams aligned across buildings

Portfolio managers can map multiple Google Calendars to a single Protobuzz dashboard. Tag events by building or entrance to orchestrate security staffing, loading dock access, and amenity policies without hopping between tabs.

For boards and asset managers, the activity timeline ties every unlock to the originating calendar event. Export the log, reconcile staffing costs, or surface patterns that suggest you should adjust quiet hours, loading dock windows, or concierge coverage.

Calendar integration playbook

Step 1

Create naming conventions for events so Protobuzz can match them to the right entrances.

Step 2

Invite shared mailboxes for concierge or security so they receive real-time alerts when access starts.

Step 3

Layer automations that send SMS updates to residents or vendors five minutes before the event window.

Step 4

Review monthly activity exports to identify overused codes or adjust staffing levels for peak hours.

Ready to deploy the integration?

Follow the Protobuzz setup guide and enable the Google Calendar connector under Integrations. Need a deeper walkthrough first? Explore the integration catalog or talk with our team through the property manager landing page.

Comparing options? Start with the Protobuzz vs. ButterflyMX comparison or dive into regional advice inside the Toronto condo playbook.