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Sync Your Perfect Venue Events to Google Calendar or Outlook with Zapier

Push new and updated Perfect Venue events onto any calendar your team already uses. Perfect Venue includes a built-in Google Calendar sync, and for most venues that is the right choice. Use Zapier instead when you want to send events to Outlook, to a shared team calendar, to a calendar outside your Perfect Venue account, or when you only want certain events on the calendar.

Before you start

Create a Zapier account. See https://zapier.com/pricing

You'll need admin access to the calendar you want to write to.


Steps to Create the Zap

  1. In Zapier, click Create Zap

  2. Trigger: choose Perfect Venue, then New Event Created. Sign in with your Perfect Venue credentials if you have not connected the account yet

    1. Test the trigger so Zapier pulls in a sample event

  3. Action: choose Google Calendar (https://zapier.com/apps/google-calendar/integrations) and Create Detailed Event, or Microsoft Outlook (https://zapier.com/apps/microsoft-outlook/integrations) and Create Event

  4. Pick the calendar the event should land on

  5. Map your fields. A setup that works well:Summary or Subject: Event Name, and add the contact's last name if your team wants it visible at a glance

    1. Start and End: Start Time and End Time from Perfect Venue

    2. Description: Group Size, Contact Email, Contact Phone, and Message

Test the step and confirm the event appears on the correct calendar at the correct time

Turn on your Zap

Only put confirmed events on the calendar

  • Many venues do not want every inquiry on the team calendar. To place events on the calendar only once they are booked:

Use the Event Status Changed trigger instead of New Event Created

Add a Filter by Zapier step directly after the trigger

Set the filter to continue only when Status exactly matches Confirmed

Continue with the calendar action as above

Keeping the calendar up to date

Zapier creates a calendar entry at the moment the Zap runs. It does not keep that entry in sync afterward. If event dates change often, either use the built-in Google Calendar integration for the live view, or add a second Zap on Event Status Changed that updates or cancels the calendar entry.

Time zones

Google Calendar and Outlook both interpret times in the calendar's own time zone. If events land at the wrong hour, add a Formatter by Zapier step (Date / Time) to set the time zone explicitly before the calendar action.

Troubleshooting

  1. Nothing appears on the calendar: check the Zap history in Zapier for a filtered or errored run

  2. Events land at the wrong time: set the time zone with Formatter as above

  3. Duplicate entries: check whether you have both the built-in Google Calendar integration and a Zap writing to the same calendar