Google Calendar is software designed by Google to plan, organize, and track your activities. It’s ideal for both personal and professional use because it offers simplicity and productivity in the same space.
Also, if you already have a Google account, you’re one step ahead. You only need to be familiar with its basic and advanced features—and in this Google Calendar guide we break them down…
From creating events to connecting with apps like Gmail or Meet, along with some tips to get the most out of the software.
To learn how to use Google Calendar, you need to master its features, which will allow you to organize your day-to-day easily.
Basic features include:
Event and reminder organization. Schedule reminders, meetings, or appointments—for example, a doctor’s visit—by adding date, time, and important details.
Multiple calendars. Keep several calendars to separate events with different colors and avoid confusion.
Recurring events. With this feature, you can set the frequency of repetitive activities in one go—for example, a daily, weekly, or monthly team meeting.
Monthly/weekly/daily views. Google Calendar offers several ways to view your schedule.
Daily: for detailed to-dos.
Weekly: helps plan short-term work.
Monthly: offers a panoramic view and serves for long-term planning.
With these Google Calendar features, you have everything you need to keep your commitments under control. Although you can also rely on tools to create online timelines if you want to reinforce planning.
There are Google Calendar capabilities designed to make your work more productive—those that take organization to another level.
While there are several such Google Calendar features, the most relevant include:
Share calendar: let others view your schedule and grant different access levels.
Appointment schedules (Appointment scheduler): create a public page so others can book slots on your calendar.
Integrations with other apps: sync with Google services and external tools like Notion.
Delegate access: designed so someone else can manage the calendar on your behalf.
Multiple time zones: view and coordinate events across different geographic locations.
This feature lets clients or collaborators check your availability without having to ask. You also choose whether they only see times or get edit permissions.
It’s ideal for coordinating group projects or events. But if you need something more robust to manage full teams, consider complementing the feature by integrating ClickUp.
Use it to define available time blocks and share a link so clients or colleagues can book easily—similar to Calendly.
The feature syncs automatically and, on Google Workspace accounts, you can add extra functions like automatic reminders.
To maximize your productivity with Google Calendar, you can connect with multiple internal and external tools.
Here are some of them, with examples and benefits:
Integration type | Examples | Benefit |
Google services | Gmail, Google Meet, Google Tasks | Automatic events, one-click meetings, linked tasks |
Collaboration | Slack, Microsoft Teams | Real-time reminders and coordination |
Project management | Sync tasks and deadlines with your calendar | |
Productivity/Notes | Notion, Evernote | Centralize notes and key dates |
External videoconferencing | Create meeting links directly from Calendar |
Thanks to these integrations, events from your email can appear automatically on the calendar. In addition, you can centralize projects and tasks alongside the calendar by connecting external apps.
This tool is very useful if you need someone else to create, move, and even delete client meetings. It’s a way to maintain control of your time without having to manage every detail.
This is one of Google Calendar’s most practical features if you work as a freelancer with international clients or teams.
The feature consists of enabling multiple time zones in the same view to avoid common errors when scheduling meetings across different time zones.
Suppose you work from Mexico City, but your client is in England and you have a meeting scheduled at 10:00 a.m. On the client’s calendar, it will be 5:00 p.m.
Although the time difference between England and Mexico varies by season, Google Calendar adjusts automatically.
Google Calendar offers essential features to organize your schedule at no cost. But if you want to unlock advanced capabilities, it’s ideal to use it within a Google Workspace account—an environment designed for teams and professionals.
The table below gives you a quick view of what each includes:
Feature | Free | Workspace |
Create events and reminders | ✔ | ✔ |
Share calendars | ✔ | ✔ |
Integration with Gmail and Meet | Native | Advanced (admin controls and policies; centralized link management) |
Appointment schedules | Available with limited features | Full (public page, reminders, Meet links, extras) |
Delegate access | ❌ | ✔ |
Multiple time zones | ✔ | ✔ |
Support and administration | ❌ | ✔ |
Several features require a subscription to Google Workspace or Google One.
We can’t finish our Google Calendar guide without some recommendations to get the most out of it.
Time-block your day. Split your day into chunks to focus and avoid distractions. It’s one of the best ways to manage your time as a freelancer.
Set effective notifications. Enable only key reminders so you don’t get overwhelmed—one at the start of the day and another 10 minutes before each meeting can work well.
Separate personal and work calendars, assigning different colors to identify each at a glance. If a week is packed with commitments, this gives a clearer view of your time.
Review your agenda at the start of the day. Check your calendar for a few minutes each morning to anticipate meetings or adjust priorities.
Alternate between mobile and web views. Use the Android/iOS app for day-to-day use and the web version for planning details. The idea is to use them based on your immediate need.
With these Google Calendar tips, anyone can keep their time under control.
More than a planning service, Google Calendar is an ally for managing your personal and professional time. It offers basic and advanced features that adapt to any type of user—from freelancers to large teams.
The best part is that all you need is a Google account: open the app and create your first event to get started. Once you do, you can experiment with views, notifications, time blocks, and tailor the calendar to your routine. If needed, you can move to Workspace to expand the range of options.
Now that you know how to use Google Calendar and get the most out of it, we recommend managing your finances with DolarApp—especially if you work with people abroad—because with us you can get paid in both digital dollars and digital euros (USDc/EURc).
At the same time, we offer a fair exchange rate for when you need to convert your balance to pesos. So don’t hesitate to try DolarApp and streamline your transactions.
Yes, Google Calendar is free with a personal Google account and includes the essential features to organize your schedule. It also offers paid subscriptions with free trials so you can explore the benefits.
Yes, you can share your calendar with colleagues, friends, or family and grant different access levels. Just go to Settings and find the option to add third parties.
Yes, Google Calendar integrates with various services and applications. Natively with Gmail, Meet, and Tasks—and it can also connect to external tools via direct integrations or via iCal/Zapier.
The key difference is that the free version includes only the essentials, while Google Workspace gives you advanced features like full appointment schedules, delegated access, and centralized management for teams.
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Los países tienen fronteras. Tus finanzas, ya no.
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