Welcome to Studio Hero, formerly known as Studio Suite

External Calendar Sync Readiness Checklist

Prepare Google Calendar, Microsoft Outlook, Apple Calendar, or another external calendar before connecting it to your studio scheduling system. Confirm ownership, permissions, sync direction, event rules, resource mapping, time zones, privacy, duplicate controls, testing, recovery, and support responsibilities.

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External Calendar Sync Readiness Checklist Handover Template

Use this editable template to record client details, equipment being collected, item condition, collection time, expected return date, and signatures.

Equipment handover form

Download the template, add your studio details, and reuse it for each equipment collection or delivery.

Print the checklist.

Open the browser print dialog and save a clean copy as a PDF.

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External Calendar Sync Readiness Checklist

Your download is ready

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Downloadable asset

External Calendar Sync Readiness Checklist Handover Template

Equipment handover form

Interactive Checklist

External Calendar Sync Readiness

Define the purpose of the calendar connection

Identify the workflow, users, and resources affected

Describe the expected result after synchronization

Confirm the connection improves availability or schedule control

Assign the business, operational, and backup owners

Record the planned testing and launch dates

Record the exact calendar name, provider, account, organisation, and purpose

Confirm whether the calendar represents a person, room, department, project, service, or facility

Exclude old, duplicate, test, inactive, and unused calendars

Check whether the calendar already connects to another studio tool

Use an approved business or managed account

Confirm authentication, account recovery, and access continuity

Remove outdated users, applications, and integrations

Approve the minimum read, write, edit, and deletion access required

Select one-way import, one-way export, or two-way synchronization

Identify which system holds the approved scheduling record

Define where users should create, edit, cancel, and delete synced events

Prevent conflicting edits and unauthorised sync-setting changes

Record the approved permissions and synchronization direction

Map each calendar to the correct person, room, department, project, service, or facility

Avoid connecting one calendar to several unrelated resources

Confirm how shared calendars affect people, rooms, and availability

Map event titles, start and end times, locations, descriptions, attendees, and statuses

Preserve the external event identifier for updates and duplicate controls

Record calendars or resources that cannot be mapped confidently

Define whether confirmed, tentative, private, all-day, out-of-office, and working-location events are included

Exclude irrelevant reminders, tasks, birthdays, holidays, cancelled events, test events, and duplicate subscriptions

Define how busy, free, tentative, and out-of-office statuses affect bookable time

Decide whether private events block availability without revealing details

Add preparation, travel, and wrap time where required

Confirm moved, cancelled, and deleted events release the original time

Record all inclusion, exclusion, and availability rules

Decide whether users see event details or availability only

Hide personal event titles when details are not operationally required

Restrict attendee information, email addresses, and confidential descriptions

Protect private, HR, leadership, legal, client, and personal calendars

Test visibility for coordinators, managers, crew, room owners, and administrators

Obtain approval before connecting personal crew calendars

Disconnect personal calendars when access is no longer required

Record the approved privacy and visibility settings

Confirm the studio, external account, and individual calendar time zones

Test travelling users, remote participants, and daylight-saving changes

Test all-day, overnight, multi-day, long-running, and midnight-boundary events

Test recurring series and individual occurrence changes

Test future-series changes, skipped dates, moved occurrences, and cancellations

Confirm all-day and recurring events remain on the correct dates

Assign responsibility for correcting time-zone and recurrence issues

Check existing manual entries and events copied across personal, room, department, and shared calendars

Confirm event updates modify the existing record instead of creating a duplicate

Test changes to titles, dates, times, locations, attendees, and statuses

Confirm moved events release the old time and block the new time

Confirm cancelled and deleted events stop blocking availability

Test disconnection and reconnection without repeating imported events

Assign responsibility for reviewing and correcting duplicate records

Define alerts for lost authorisation, failed syncs, conflicts, delays, changes, and cancellations

Assign an owner and escalation process for each alert type

Confirm alerts reach the correct email, user, or support channel

Record expected update times for new, edited, moved, and cancelled events

Define when users should refresh or report a failed update

Set appropriate historical and future synchronization ranges

Confirm long-term bookings remain visible when required

Document the manual availability process during an outage

Use a controlled test calendar, nonoperational resource, and authorised test users

Record each test action, expected result, actual result, issue, correction, and reviewer

Test new, edited, moved, cancelled, deleted, private, tentative, all-day, and attendee-response events

Test crew, room, shared, recurring, overnight, multi-day, duplicate, and conflicting events

Test permission loss, account disconnection, network interruption, missed updates, and reconnection

Confirm the manual fallback process works while synchronization is unavailable

Review results with booking staff, crew managers, room owners, operations, privacy owners, and administrators

Record acceptance and approval before activation

Confirm the live provider, account, calendar, owner, permissions, direction, mappings, rules, and time zones

Save or export current calendar information before activation where available