If you use both Asana and Google Calendar, synchronizing them can help streamline your workflow. Below, I’ve outlined two main methods available in 2024.
Method 1: The native task synchronization feature
Quick Description: This method offers a straightforward way to sync all tasks from a project or your My Tasks list to Google Calendar. It’s easy to set up, but with limited flexibility.
In the Method 1, subtasks with dates are also added to your Google Calendar
Method 2: Google calendar integration
Quick Description: This method offers more control by allowing you to set specific times and manage events tied to tasks, but it requires adding an integration and setting up rules (or manually linking each task to an event)
Pros
Events on specific time in the calendar
Associate a task to an existing event
Cons
Requires adding the integration to the project (or to My Tasks) & eventually creating a rule (though it’s fairly easy)
One-way sync: Updates only flow from Asana to Google Calendar
Two Setup Options:
Option 1: Via Asana Rules:
Teams can create rules to automatically schedule meetings in Google Calendar when a certain event is triggered. For instance, a task moved to ‘Scheduled’ can trigger an event on the calendar, inviting all task collaborators.
Option 2: Manually Adding Events via the task Widget:
Attach events directly to tasks, showing details like event time and organizer. For example, associate an existing meeting with a task to inform your team about the scheduled event.
Hi there!
I’m Eugenio, and I am really confused about the integration between Calendar and Asana. According to this guide, I understand I have two ways to sync the two apps:
The first is the native method. This should be automatic, but a little bit slower than the second. Also, I can’t sync the time of the task, which is not good.
The second is the Google Calendar integration. I have a question about this second one: will it work only when I add a rule? Or can it be automatic as well? Second question: why, in rules, can I choose which calendar I want to add the event to, but if I go to Custom → Apps → Google Calendar → Sync settings, I can’t pick which calendar I want?
Also, it seems to me that with method 1, I am able to set a recurring task in Asana and see it, after some time, in Google Calendar (right?), but without the time of the task. With method 2, a recurring task doesn’t load on the Calendar, but if I move it manually, it actually keeps the time.
Since I really need the time, I tried this workaround.
I created a custom field (recurring tasks) with multiple choices: 1-week, 1-month, 10 days.
Then I set a rule that does this: when the recurring task field is modified → check how it was modified → if it’s 1 week, then mark the task as incomplete and move it by 7 days. I did the same with the other types of tasks. This seems to work.
Anyway, I just went down this rabbit hole and I’d really appreciate some help!
Thanks to anyone reading,
Eugenio
Thanks for reaching out! Let me clarify your points, but I’m not sure if we can go further down that rabbit hole () as you understood it right and came to the right conclusions & workarounds.
Unfortunately, there isn’t a fully automatic way to sync tasks without setting up rules or manually linking tasks to events.
Indeed, I think this difference comes down to functionality design.
You are correct
Your custom field and rule system should work well, and that’s a smart workaround.
As an alternative, and if that makes sense for you, you could consider creating your recurring tasks in advance via a little tool we have created at iDO - check our iDO tools on this page and select “Recurring Tasks” - There is a freemium version you can test.
I’m curious if there is a way to create the Google Calendar event on a custom date field rather than the due date. In my scenario, I have a project into which email send requests get sent to. The due date is used for tracking WHEN the work needs to be done by (in my instance 7 days before the send date). However, on the calendar, I’d like to share that with the full team and what they need to see is when the email SENDS out.
If you use the option to sync a project (or My Task) to Google Calendar (Method 1); then subtasks with dates are also added to your Google Calendar (even if subtask are not manually added to the project)…
@Arthur_BEGOU Hi there, I am trying to correct a calendar syncing rule previously set up back in October. For some reason, our Asana stopped running the rule that synced tasks with the Google Calendar. I am attaching the rules we have set up in the project folders.
Editorial-Production folder:
I want to share something I’ve been working on that solved a long-standing frustration for me with these two old-fashioned solutions.
Like many of you, I use Asana for project management and Google Calendar for scheduling. The problem? I’d start each morning looking at two separate tools, manually deciding which Asana tasks to tackle and when. And on the other hand I also had meetings, which are a must, but not a tasks. I tried every planning system out there - from elaborate Notion setups to dedicated time-blocking apps. They were either too complex to maintain or too simple to be useful.
Then I realized: the calendar already shows when I’m free and when I’m in meetings. If my tasks lived there too, I’d have one view of my entire day.
So I built a tool that does exactly this:
What it does:
Syncs your tasks from an Asana project (or “My Tasks”) to Google Calendar as all-day events on their due date
Smart matching: if your Asana task is “1-1 with Ann” and your calendar has “Ann / weekly sync” - it links them automatically instead of creating a duplicate
Bidirectional: move an event to a different day on your calendar → the due date updates in Asana
AI daily planning (optional): suggests time blocks in Calendar for unscheduled tasks based on your free time and estimated urgency/importance.
Status emojis on calendar events: completed, high priority, backlog
Auto-syncs every 10 minutes
Why I love using it:
I plan my day and week in one place (calendar) instead of juggling tabs
When I need to reschedule a task, I just drag it - doesn’t matter if I do it in Asana or Calendar, it syncs both ways
Weekly retrospective is trivial: calendar shows tasks AND meetings, with status emojis
Low-priority items don’t disappear - they sit on their due date as all-day events, visible but not blocking my schedule
Calendar visibility is under control - time blocks can be private, public or by default.
Safety: It only creates/modifies events it created. Your existing calendar events and meeting invites are never touched. Your Asana tasks never deleted, only due dates can be changed.
Would love feedback from fellow Asana users. What would make this more useful for your workflow?
Great guide, Arthur! One thing I’d add for people who need to sync events across multiple Google Calendar accounts (not just Asana tasks to Calendar) — native Google Calendar sharing only gives read access across accounts and doesn’t do true two-way sync.
I built SYNCDATE (syncdate.app) specifically for this: true two-way sync across multiple Google Calendar accounts, where creates, updates, and deletes propagate in both directions automatically. Free tier covers 2 accounts. Complements the Asana sync setup nicely if you’re juggling work and personal calendars.
Pros
Cons
) as you understood it right and came to the right conclusions & workarounds.
