How to Sync Your Vacation Days to Google Calendar with BreezeLeave

You've had the experience. Your vacation gets approved on Friday. Monday morning you're in a meeting you forgot to block out. Someone pings you about a deadline during your week off. The problem isn't the approval. It's that the rest of your tools don't know about it.

BreezeLeave's Google Calendar sync fixes this. When a vacation is approved, it shows up in your Google Calendar as an all-day event. When it's cancelled, the event disappears. No copy-pasting dates. No "I forgot to block my calendar."

How it works

The integration is per-user. Each person connects their own Google account from their BreezeLeave profile page. This is intentional. Your Google Calendar is personal, and the company doesn't need access to it. BreezeLeave only gets permission to create and delete events, nothing else.

Here's the flow:

1. Go to Profile in BreezeLeave
2. Click Connect Google Calendar
3. Sign in with your Google account and grant permission
4. Done. Every future approved vacation creates a calendar event automatically.

If you already have approved vacations when you connect, hit Sync All Vacations to backfill them. BreezeLeave will create events for every approved vacation that hasn't ended yet.

What gets synced

Each approved vacation becomes an all-day event in your primary Google Calendar. The event includes:

• Title: The leave type and your name (e.g., "Vacation - Jane Smith" or "Sick Leave - Jane Smith")
• Dates: Start and end date matching your approved request
• Description: Your notes/reason, if you added one
• Visibility: Marked as busy so colleagues see you're unavailable

The four leave types each get a clear label:

What happens when a vacation is cancelled

Plans change. If you cancel a vacation that was already synced, BreezeLeave automatically deletes the corresponding Google Calendar event. No ghost events sitting in your calendar for a trip you're not taking.

This works because BreezeLeave tracks the mapping between each vacation request and its Google Calendar event ID. When the vacation status changes to "cancelled," the event is removed immediately.

Why per-user, not per-company?

Some tools sync leave to a shared company calendar. That approach has trade-offs: the admin needs to manage OAuth credentials, employees can't control what goes into their own calendar, and it introduces privacy concerns about who sees what.

BreezeLeave takes the per-user approach because:

• Each person controls their own connection. Connect it, disconnect it, your choice. No admin involvement required.
• Events go to your personal calendar. Your colleagues already see your calendar availability; now it's accurate without manual effort.
• No shared credentials to manage. The company doesn't need a Google Workspace admin to set this up. Each user handles their own OAuth in 30 seconds.
• Works with any Google account. Personal Gmail, Google Workspace, doesn't matter. If you have Google Calendar, it works.

For team-wide visibility, BreezeLeave already has the shared team vacation calendar, Slack /whoisoff command, and Microsoft Teams notifications. Google Calendar sync is about the individual, making sure your calendar reflects reality.

What if my Google token expires?

Google OAuth tokens can occasionally be revoked. If you change your Google password, remove the app from your Google account settings, or if Google rotates credentials.

If this happens, BreezeLeave detects the invalid token and automatically marks your integration as disconnected. You'll see the "Connect Google Calendar" button again on your profile page. Just click it, re-authorize, and you're back. No data is lost. Your vacation history is all in BreezeLeave, and the next Sync All will recreate any missing calendar events.

Setting it up takes 30 seconds

There's genuinely nothing to configure. No API keys, no admin setup, no Google Workspace prerequisites. Go to your profile, click connect, authorize, done. Every approved vacation from that point forward appears in your Google Calendar.

If you're managing a team and want everyone to connect, just point them to their profile page. It's self-service by design. No IT tickets, no bulk configuration, no permissions to request.