Use Google Calendar sync when someone needs to see publish dates in a calendar they already open every day. Sync selected profiles for every client, and all posts only for a single brand with an internal team. Don't use the calendar for approvals.
TLDR: Google Calendar is for showing dates, not for review. Sync only the profiles a person needs, put milestones on it and keep drafts, internal reminders and other clients off it.
Decide by situation
| Situation | Sync mode | Why |
|---|---|---|
| One brand, internal team | All posts | Everyone needs the full picture, and nothing is confidential |
| Agency, a client wants to see publish dates | Selected profiles, that client only | They see their own plan and nothing else |
| Client needs to review and approve posts | No calendar sync for approval. Use a client portal | A calendar entry can't show the post as it will look |
| Internal reminders (legal review, asset due) | Keep inside the tool, or a team calendar only | Clients don't need your chasers |
| Embargoed launch or sensitive campaign | Exclude that profile until it is public | A synced title leaks the plan |
If you can't name the action a person should take when they see an entry, leave it off their calendar.
What belongs on a client's calendar
Milestones, not drafts. Good entries: the launch post, the campaign start, the giveaway end date. Weak entries: "draft idea 3", "move to legal", an unscheduled placeholder.
Use a naming pattern so the calendar reads at a glance, for example "Brand: Launch post, Instagram". If a post isn't approved yet, either keep it off the calendar or mark it clearly as a draft.
Why selected-profile sync is the default for agencies
All-posts sync pushes every post from every connected profile into one calendar. For an agency, that means a client can see another brand's schedule, internal test posts, and a stream of reminders that are none of their business.
Selected-profile sync solves it by mapping only chosen profiles to a calendar. In Mydrop's Google Calendar integration you choose which profiles sync, so each client or team sees its own plan. If you add a new brand, remember it isn't in the sync until you include it.
Don't use the calendar for approval
A calendar event shows a title and a time. It doesn't show the image, the caption or the platform preview. A client who approves "Tuesday post" from a calendar invite hasn't approved anything.
Use approvals for sign-off. In Mydrop's data on posts that went through client approval, the median time from submission to approval was 6 hours, and 66% were approved within 24 hours. The sample is small, but it shows approval is quick when the client reviews the actual post.
How to introduce it to a client
Tell the client what the calendar is for before they see it. Two sentences are enough: "This calendar shows when your posts go live. Approvals happen in the review link, not here." That stops people replying to calendar invites with edits.
Agree on what a title will look like and who to ask if an entry looks wrong. Then check with the client after two weeks to see whether they actually open it. If they don't, the sync is just extra work, so turn it off.
Keep the sync healthy
Syncs drift. A connection expires, a post moves, a reminder is marked done in one place and not the other. Run this check every Monday, five minutes:
- Open the client calendar and compare the next two weeks with the schedule in Mydrop.
- Look for entries that no longer exist, or posts missing from the calendar.
- If the two disagree, use the force sync option in the Mydrop integration settings, then recheck.
- Confirm any new brand's profile is included or excluded on purpose.
For a tool-buying view of this, read our guide to Google Calendar sync tools for agencies. To see whether sync actually helps, use how to measure calendar sync output.
Next step: list your clients and mark each one: calendar visibility, approval only, or both. Set up selected-profile sync for the first group. To set it up in a free workspace, start with Mydrop.
Google review
Trustpilot review
Product Hunt comment
