Calendar Integration

Last updated: June 4, 2026

How to Set Up the Calendar Integration

Tonomo offers a seamless calendar integration suite that consolidates your bookings, event details, and photographer availability in one place. By setting up this integration, you unlock features like Integrated Booking, which allows agents to book services directly through the booking flow. We will walk you through connecting Tonomo to your primary calendar.

At this time, Tonomo integrates exclusively with Google Calendar. If you use another calendar provider or need assistance, please contact the Tonomo Customer Support Team via your private Slack channel or reach out to your Tonomo Onboarder.

Benefits of the New Integration

The new calendar system offers several key advantages over the previous integration:

  • Increased Efficiency: The new setup is streamlined, reducing the likelihood of scheduling errors.

  • Support for Multiple Calendars: Photographers can now connect multiple calendars for greater flexibility in managing availability.

  • Simplified Setup: Tonomo only needs to connect to the main calendar. Once photographers share their calendars with the primary account, Tonomo can seamlessly integrate them.

How to Upgrade from the Old Calendar Integration

Upgrading to the new calendar integration is quick and can be done via Slack. Follow these steps:

  1. Reconnect the Main Calendar

    Go to Org Settings > Team, then reconnect your main calendar.

  2. Update Your Calendar

    • Navigate to Configure Booking > Scheduling.

    • Locate your profile and click the pencil icon under the Calendar Name column.

    • Select their calendar from the dropdown list.

  3. Inform the Support Team

    Let the Tonomo customer support team know you’ve completed the setup.

Connecting Your Primary Calendar

When you integrate your main calendar with Tonomo, that calendar will "own" all events created within the system. The connected account will be able to edit or delete calendar events directly.

Recommendation: Use a generic email account (e.g., info@yourcompany.com or booking@yourcompany.com) to avoid issues if the account holder loses access, or if an emergency requires changes to events.

To connect your primary calendar:

  1. Go to Org Settings > Team.

  2. Follow the prompts to link your account.

Important Notes:

  • If you’re using a generic email account (e.g., info@yourcompany.com), use that for the integration. If not, choose a senior staff member’s account who will likely stay with the company long-term.

  • Less Secure Apps Warning: If you see a warning about connecting a "Less Secure App" from Google, follow the steps in your Google Admin Console to resolve it.

Connecting Photographer Accounts

With our upgraded integration, adding photographers to Tonomo is quick and easy. An Admin must set up a photographer profile for each member in order to view availability and manage events for your team.

Prerequisites: Before setting up a photographer profile, you must first create a user account for the photographer in Users Management:

  1. Go to Users Management > Users

  2. Click the ‘+New Users’ button

  3. Fill out the required details:

    • Name

    • Email

    • Phone Number

    • User Permission

Choosing the Right Permission Level:

  • Contractor permission: Recommended for photographers who only need to see orders and receive calendar events.

  • Staff permission: Provides access to additional settings (except Configure Booking). This is typically more access than photographers need if they only shoot.

Once the account is created, photographers can log in using their phone number, email and password (click “create a new account” when setting this up for the first time, not the login button), or Gmail with their registered email.

Additionally, the photographer must share their Google Calendar with your primary calendar account. If you attempt to create a photographer profile before the calendar is shared, their calendar will not appear in the dropdown menu.

Step 1: Share Google Calendar with Primary Account

The photographer themselves must share their Google calendar(s) with the primary calendar connected to Tonomo (e.g., booking@yourcompany.com or info@yourcompany.com). They must grant "Make changes to events" permission to allow Tonomo to view event details and calculate travel time.

Important: Photographers must share their main calendar (which appears as their email address, e.g., photographer@gmail.com), not a sub-calendar created under their account. Tonomo creates events directly on the photographer's main email calendar, so sharing only a sub-calendar will not work. When shared correctly, the calendar should appear as an email address in the calendar selection dropdown (similar to how other photographers' calendars appear).

This shared calendar is where Tonomo checks the photographer's availability for client bookings.

For instructions on sharing calendars and understanding permission levels, refer to the Google Calendar documentation.

After the photographer shares their calendar, the primary account holder must log into Google Calendar and accept the calendar sharing invitation before the calendar will appear in Tonomo's dropdown list.

Step 2: Set Up Photographer Profile

Once the photographer shares their calendar and has a user account created (with Admin, Staff, or Contractor permissions), you can set up their profile:

  1. Go to Configure Booking > Scheduling and click on "Setup new photographer."

  2. Enter the photographer's name or email in the User Name or Email field. Only users with Admin, Staff, or Contractor permissions will appear. If a photographer's name disappears when selecting their calendar, they likely don't have an account set up yet—return to the Prerequisites section above.

  3. Choose the photographer's primary calendar from the dropdown. If their calendar isn't listed, this means the photographer has not yet shared their calendar with your primary account—you must complete Step 1 first before proceeding. Ensure the photographer shared their main email.

  4. If needed, link additional calendars to track availability.

If you don't see the 'Setup new Photographer' button, please reach out to Customer Support via your private Slack channel.

Step 3: Finalizing Setup

Once you’ve completed the setup:

  1. Toggle the Enabled option on.

  2. Click Save Changes.