The Short Answer

Sync your earliest-stage calendar with Asset Assign; the one where events first appear when a new inquiry comes in (often called Pending, Inquired, or Tentative). That way, your inventory gets reserved as soon as a potential booking lands on your calendar.

Why the Early-Stage Calendar?

Asset Assign is an availability-checking and inventory-reserving tool. The whole point is to hold your gear as early as possible so nothing gets double-booked. If you wait until a job is confirmed to sync with Asset Assign, you might already have a conflict.

By syncing your Pending (or earliest-stage) calendar, every new inquiry triggers a Calendar Event in Asset Assign right away, and you can immediately mark which items are needed. Your inventory is held from the moment someone is interested, not just after they've signed a contract.

The Problem with Syncing Multiple Calendars

Some CRMs automatically move events between calendars as a booking progresses. For example, when you confirm a job, the CRM might delete the event from your Pending calendar and create a brand-new event on your Booked calendar.

That's where the trouble starts. If you're syncing both calendars, here's what Asset Assign sees:

1. A new inquiry arrives; your CRM adds an event to your Pending calendar. Asset Assign picks it up as a new Calendar Event.
2. You confirm the booking; your CRM removes the Pending event and creates a new event on your Booked calendar.
3. Asset Assign sees that new Booked calendar event as a fresh inquiry, and creates a second Calendar Event for the same job.

The result: two separate reservations in Asset Assign for the exact same event. That throws off your inventory blocking and can make it look like your gear is double-booked when it isn't.

The Rule: Watch Out for "Status-Change" Calendars

You don't have to sync only one calendar; you can connect multiple calendars if it makes sense for your workflow. The key is understanding which calendars are safe to sync and which aren't.

Safe to sync: Any calendar where events are created by the user (not automatically triggered by a status change in your CRM). If events land there because someone manually added them, Asset Assign won't see unexpected duplicates.

Avoid syncing: Any calendar that receives a brand-new event automatically when a booking moves from one stage to another. The most common example is a "Booked" calendar that gets a new event created the moment a Pending event is confirmed and removed. That new event looks like a fresh inquiry to Asset Assign, even though it's the same job you already have a reservation for.