Customizable calendar

How to sync Asana with Google Calendar

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Asana is a great project management tool used by countless teams around the world. Although most people sign in to Asana with their Google ID, it doesn’t automatically sync with their Google calendar without a few extra steps.

Below, we’ll see how to sync Asana with your Google calendar without any third-party tools. Next, we’ll cover a third-party app to help make this two-way sync work.

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How to sync Asana and Google Calendar

To sync your Asana My Tasks with your Google Calendar, navigate to the My Tasks header and click the arrow to access the Actions drop-down menu (Figure A).

Actions drop-down menu in Asana
Figure A: Select Sync with Calendar from the Actions menu drop-down list in Asana.

From there, select Sync To Calendar which will launch a pop-up containing a link (Figure B). Be sure to copy this entire link, as you will need it later when you switch to Google Calendar to complete the process.

Sync tasks with due dates in calendar menu popup
Figure B: Copy the link.

Next, switch to Google Calendar and go to the sidebar and click the + icon next to Other calendars (Figure C). In the prompt that follows, select Add from URL.

Other calendars option in Google Calendar
Figure C: Click the + icon next to Other Calendars and select Add from URL.

A new window will open. Paste the URL you copied from Asana into the open URL field. You can choose to make the calendar publicly available by checking the box below the URL field, but if not, finish by clicking Add Calendar (Figure D).

From the URL context menu
Figure D: Paste the URL you copied from Asana, then click Add Calendar.

Now your tasks will appear as all-day events in your Google calendar, notifying you when certain tasks are due.

How to sync Asana projects with Google Calendar

Once signed in to Asana, choose the project you want to sync (Figure E). Click the arrow in the header area to open the Actions menu. Hold your cursor over the Export option, then choose Sync with Calendar.

a project committee on Asana
Figure E: Select Export from the Actions drop-down menu of the project you want to sync.

This will launch a pop-up window, which will contain a Google Calendar tab. In this tab is a link, which you will need to copy and use later (Figure F).

Sync tasks with due dates in calendar menu popup
Figure F: Copy the link.

Now switch to Google Calendar and we’ll use the same process as for My Tasks.

Click the + icon next to Other calendars. Choose the Add from URL option, then paste the Asana URL into the field. Complete the process by clicking Add Calendar.

Now your projects are synced with Google Calendar and all important milestones will appear in your calendar as they are due.

Asana and Google Calendar sync limits

As it stands, this synchronization method only works one way. This means that changes made to My Tasks or My Projects in Asana will be reflected in Google Calendar. But if you make changes to your Google calendar, it won’t be reflected in Asana.

However, there are third-party applications to solve this problem.

How to use Zapier to sync Google Calendar with Asana

You can sign up for a free Zapier account, which gives you access to 100 tasks per month and 15 “Zaps” which is their term for connecting a project. More tasks and Zaps are available through paid monthly tiers.

Once registered on Zapier, you will be redirected to a wizard that will guide you through most of these steps. The first screen you’ll see after signing up lets you choose the apps you plan to use (G-figure). In this case, search for Asana and Google Calendar, then click Continue.

app options to use in Zapier
Figure G: Choose Asana and Google Calendar in the Zapier signup wizard.

Next, you’ll see a screen asking you to either create a workflow or choose from common workflows, which Zapier suggests at the bottom of the page (H-figure). Choose Create new Asana tasks from new Google Calendar events, then click Try it out.

Create your own workflow menu in Zapier
Figure H: Click Try in the Create new Asana tasks from new Google Calendar events option.

This next part might seem a bit complicated at first glance, but once you understand what’s going on, it’s actually easy to follow.

It’s basically a flowchart where you choose your apps and then a “trigger” or event, in this case a Google Calendar entry (I figure). And then you test the connection.

New event in Google Calendar settings menu
Figure I: Make Google Calendar entries a trigger event, then click Continue to test the connection.

So here you will first select your Google Calendar account which you want to connect. You will do the same for your Asana account.

Once logged in, Zapier will automatically move on to the next part of the wizard, allowing you to configure the trigger, which is a new Google Calendar entry or event. Once done, Zapier will take you to the last part of the wizard, which is a test of the connection (Figure J).

Test your trigger menu in Zapier
Figure J: Make sure the test works.

Once you test the connection, you are set up and everything is working now.

There are few things to note when using Zapier to sync back and forth between Asana and Google Calendar.

First of all, old events from your Google calendar will not be transferred once the connection is established. Only new events created after Zapier setup will sync to Asana.

Second, there is a delay between adding events to Google Calendar and appearing in Asana. You can adjust this setting in Zapier, but it can usually be updated every few hours or once every 24 hours, depending on your needs.