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Overview

Ad Orbit connects to your calendar system (Google Calendar or Outlook) to automatically record appointments as they are scheduled. However, Ad Orbit uses a dedicated secondary calendar—the Ad Orbit calendar—rather than syncing directly to your main calendar. This design provides better control and prevents appointment conflicts, but it requires you to manage two calendars.

This guide explains why this architecture exists and provides step-by-step instructions to automatically sync your Ad Orbit calendar to your main calendar. Once configured, appointments you create in your Ad Orbit calendar will instantly appear on your main calendar, keeping both synchronized without manual effort.

Why Ad Orbit Uses a Secondary Calendar

Dedicated Recording Space

The Ad Orbit calendar serves as a dedicated space for appointments you want Ad Orbit to monitor and record. This separation gives you explicit control over which meetings are tracked in your Ad Orbit record.

Team Visibility and Scheduling

Your main calendar is typically connected to team calendars and public scheduling links (meeting schedulers, calendly-style tools, etc.). Your team and customers view your availability based on your main calendar, not your Ad Orbit calendar. This is intentional—your main calendar reflects your true commitments, including time blocks, personal appointments, and out-of-office time.

The Solution: Auto-Sync from Ad Orbit Calendar to Main Calendar

To streamline your workflow, you can set up automation that copies appointments from your Ad Orbit calendar to your main calendar automatically. This way, you schedule everything in your Ad Orbit calendar, and your team sees the appointment on your main calendar—keeping both systems in sync with zero manual effort.

How it works:

Google Calendar: Auto-Sync Using Apps Script

Google Calendar supports automation through Google Apps Script, a free scripting platform built into Google Workspace. The script runs automatically every 15 minutes and copies any new appointment from your Ad Orbit calendar to your main calendar.

Prerequisites

Step 1: Access Google Apps Script

You now have a blank script editor with a file named Code.gs.

Step 2: Copy and Paste the Sync Script

Delete any existing code in the editor and paste the following script. This script monitors your Ad Orbit calendar for new appointments and automatically creates copies on your main calendar.

/**

* Calendar Sync Script

* Automatically copies events from Ad Orbit Calendar to Main Calendar

*/

// CONFIGURATION - Update these calendar names

const OTHER_CALENDAR_NAME = "Ad Orbit";

const MAIN_CALENDAR_NAME = "Calendar";

const SYNC_HOURS_BACK = 1;

function syncCalendars() {

const otherCal = CalendarApp.getCalendarsByName(OTHER_CALENDAR_NAME)[0];

const mainCal = CalendarApp.getCalendarsByName(MAIN_CALENDAR_NAME)[0];

if (!otherCal || !mainCal) { Logger.log("ERROR: Calendar not found"); return; }

const now = new Date();

const start = new Date(now.getTime() - SYNC_HOURS_BACK * 3600000);

const end = new Date(now.getTime() + 7 * 86400000);

const events = otherCal.getEvents(start, end);

events.forEach(event => {

if (!event.getDescription().includes("[SYNCED]")) {

const newEvent = mainCal.createEvent(event.getTitle(), event.getStartTime(), event.getEndTime());

if (event.getDescription()) newEvent.setDescription(event.getDescription() + " [SYNCED]");

if (event.getLocation()) newEvent.setLocation(event.getLocation());

Logger.log("Synced: " + event.getTitle());

}

});

}

After pasting, press Ctrl+S (or Cmd+S on Mac) to save the script.

Step 3: Update Calendar Names

The script references your calendars by name. You must update the configuration to match your actual calendar names (these are case-sensitive).

To find your exact calendar names:

In the Apps Script editor, update these two lines:

const OTHER_CALENDAR_NAME = "Your Ad Orbit Calendar Name";

const MAIN_CALENDAR_NAME = "Your Main Calendar Name";

Example:

If your Ad Orbit calendar is named "Project Calls" and your main calendar is named "Work Calendar", update the script to:

const OTHER_CALENDAR_NAME = "Project Calls";

const MAIN_CALENDAR_NAME = "Work Calendar";

After updating the names, save the script again with Ctrl+S or Cmd+S.

Step 4: Authorize the Script

Google requires you to authorize the script to access your calendars.

You will return to Apps Script. In the Execution log at the bottom, you should see:

Trigger set up! Script will run every 15 minutes.

This means automation is now active. Your calendars will sync automatically.

Step 5: Test the Sync

Verify that the sync is working correctly.

Outlook: Auto-Sync Using Power Automate

Microsoft 365 includes Power Automate, a no-code workflow automation tool. You can use Power Automate to create a flow that automatically copies appointments from your Ad Orbit calendar to your main calendar.

Prerequisites

Step 1: Sign in to Power Automate

Step 2: Create an Automated Cloud Flow

Step 3: Set Up the Trigger

The trigger tells Power Automate to watch your Ad Orbit calendar for new events.

Step 4: Add the Action

Step 5: Map Event Details

Now you need to configure which event information gets copied to your main calendar. This is the critical step where you choose what to sync and what to exclude.

Important: Do NOT include attendees or guests. If you include the attendees field, the attendees will receive duplicate meeting invitations when the event is copied to your main calendar. Exclude this field to prevent unwanted duplicate emails.

Step 6: Save the Flow

Step 7: Test the Flow

Troubleshooting

Google Calendar: Script Not Running

Issue: No events are being synced from your Ad Orbit calendar.

Solution:

Outlook: Flow Not Triggering on New Events

Issue: You created an event in your Ad Orbit calendar, but it did not appear on your main calendar.

Solution:

Events Missing Details

Issue: Events sync to your main calendar, but some details (location, description, etc.) are missing.

Solution: