Stop trying to hack a Google Calendar solution so everyone knows who's out. With PTOFlow, all approved PTO is automatically posted to shared Google Calendars for each team.
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Google Calendar PTO sync is the automatic connection between a PTO management tool and your team's Google Calendars. Instead of employees manually adding their time off to a shared calendar — or managers chasing people to update it — every approved PTO request is written to Google Calendar the moment it's approved. PTOFlow takes this further by creating dedicated shared calendars for each team, syncing company holidays, and automatically adding an Out of Office event to the employee's personal calendar so Google can decline meeting invitations on their behalf. The result: your entire organization always knows who's out, without anyone lifting a finger.
PTOFlow creates shared Google Calendars for each of your teams — and one for the whole company. When PTO is approved, it appears on the right calendars instantly. No manual entry. No forgotten updates.
Engineering Team · July 2025
Synced to Google Calendar · Updates automatically
Google Calendar · Personal Calendar
Out of Office
Sarah Chen
Auto-declining meeting invitations
Event created automatically when PTO was approved
When PTO is approved, PTOFlow creates an Out of Office event on the employee's personal Google Calendar. Google automatically declines any meeting invitations during that time — no extra setup required.
Define your company holidays in PTOFlow once and they'll appear on all your team and company PTO calendars. Your whole team sees the same holiday schedule in Google Calendar. Holidays are one of the many customizable elements in PTOFlow.
Independence Day
Jul 4 · All Company
Thanksgiving
Nov 27 · All Company
Christmas
Dec 25 · All Company
All holidays synced to 3 calendars — Engineering, Product, All Company
Yes. The moment a PTO request is approved — whether by a manager or automatically for categories that don't require approval — PTOFlow writes the event to your shared team and company Google Calendars with no manual steps required.
PTOFlow uses two layers of Google Calendar access. Shared team and company PTO calendars are managed through an admin-authorized service account — the admin sets this up once and no individual action is needed. For personal Out of Office events, PTOFlow requests calendar access from each employee as part of their standard Google Workspace sign-in. When an employee logs into PTOFlow with their Google account, they grant calendar permission on that same sign-in screen — there's no separate step, but it does require each employee to have signed in at least once.
Yes. PTOFlow creates a dedicated shared Google Calendar for each team you configure, plus one All Company calendar. Each calendar is independently manageable, so employees can subscribe only to the team calendars that are relevant to them.
When PTOFlow creates a team calendar, it appears in the My Calendars section of Google Calendar for everyone on that team. Employees can show or hide any individual calendar directly in Google Calendar — no special setup required.
If an employee cancels an approved PTO request, PTOFlow automatically removes the event from the shared team calendar and deletes the Out of Office event from the employee's personal calendar. Everything stays in sync.
Yes. When PTO is approved, PTOFlow creates an Out of Office event on the employee's personal Google Calendar for the approved dates. Google uses this event to automatically decline any meeting invitations that overlap with the PTO period.
Yes. PTOFlow uses Google Workspace sign-in exclusively — there are no username/password accounts. Every user signs in with their Google Workspace account, so there's nothing new for your IT team to manage. Learn more about our Slack integration if your team also uses Slack.
Start your free 14-day trial and connect Google Calendar in minutes. Approved PTO appears automatically — no manual updates ever.
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