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For users of Google, many might be using Google Forms and Google Calendar for schedule and reservation management. However, there are probably many who manually input the information collected on Google Forms into Google Calendar each time.
In this article, we will explain how to automatically add reservation information to Google Calendar and automatically save reservation information to Google Sheets by integrating Google Forms, Google Calendar, and Google Sheets! We will introduce a method that even non-engineers can easily set up, so please read until the end.
In this article, we will introduce a method of integration using the no-code tool "Yoom." No complicated settings or operations are required, and even non-engineers can easily achieve this. You can also start immediately from the template below, so please give it a try!
■Overview
This flow synchronizes meeting reservation information from Google Forms to Google Calendar and automatically adds it to Google Sheets.
You don't need to manually check the response information from Google Forms, as events are automatically added to Google Calendar, preventing any omissions or mistakes in event creation.
Additionally, while normally setting up Google Forms responses to be added to any Google Sheets requires GAS configuration, you can add information to any Google Sheets without such complex settings.
■Notes
・Integration with Google Forms, Google Calendar, Google Sheets, and Yoom is required.
・Feel free to change the settings of the integrated Google Calendar and Google Sheets as needed.
[About Yoom]
This is a flow to synchronize meeting reservation information obtained from Google Forms with Google Calendar and automatically add and save that reservation information to Google Spreadsheets. It seems useful to prevent omissions or oversights in schedule creation. The overall flow for automation is as follows:
※In this article, we will use the tool Yoom for automation.
If you haven't used Yoom yet, you can register for free here.
If you are already using Yoom, please log in and proceed with the following settings.
■Overview
This flow synchronizes meeting reservation information from Google Forms to Google Calendar and automatically adds it to Google Sheets.
You don't need to manually check the response information from Google Forms, as events are automatically added to Google Calendar, preventing any omissions or mistakes in event creation.
Additionally, while normally setting up Google Forms responses to be added to any Google Sheets requires GAS configuration, you can add information to any Google Sheets without such complex settings.
■Notes
・Integration with Google Forms, Google Calendar, Google Sheets, and Yoom is required.
・Feel free to change the settings of the integrated Google Calendar and Google Sheets as needed.
First, let's connect Yoom with each app.
Log in to Yoom and select "My Apps" > "Add" from the menu on the left side of the screen.
Once the app list is displayed, you can easily find the app you want to connect by entering the app name in the search box at the top right.
The method for connecting the apps we will use this time is the same.
Using Google Forms as an example, we will briefly introduce the connection process.
First, select "Sign in with Google" to sign in to your Google account.
The screen will transition, so select the account you want to connect.
When you transition to the access permission settings, select the red box "Continue".
This completes the connection with Google Forms.
[Help Page]
Next, let's copy the template we will use this time.
■Overview
This flow synchronizes meeting reservation information from Google Forms to Google Calendar and automatically adds it to Google Sheets.
You don't need to manually check the response information from Google Forms, as events are automatically added to Google Calendar, preventing any omissions or mistakes in event creation.
Additionally, while normally setting up Google Forms responses to be added to any Google Sheets requires GAS configuration, you can add information to any Google Sheets without such complex settings.
■Notes
・Integration with Google Forms, Google Calendar, Google Sheets, and Yoom is required.
・Feel free to change the settings of the integrated Google Calendar and Google Sheets as needed.
It's easy as you just need to click on the "Try it" on the template banner!
If the copy is successful, a popup like the one below will appear, so please check it.
[Notes]
First, we will set up the Google Form, which acts as an app trigger.
Click on "When a response to the reservation form is submitted" on the screen.
When the screen transitions, the account information linked to My App should be displayed.
If there are no issues with the account information, press "Next" to proceed.
On the next page, set the trigger activation interval and the form ID of the Google Form to be used.
The trigger can be set to activate at intervals of 5, 10, 15, 30, or 60 minutes, but please note that the shortest activation interval varies depending on the plan.
Once the settings are complete, press the test button.
If "Test Successful" is displayed, you're good to go!
Scroll to the bottom of the screen and press the "Save" button.
This completes the app trigger settings.
Next, we will set up Google Calendar.
Select "Create a Reservation" in the center of the screen.
Check the account information to be linked, and if there are no issues, press "Next".
On the next page, set the Calendar ID and event start date and end time for Google Calendar.
This time, we will automate the registration of information collected by Google Forms directly into Google Calendar, using the output from Google Forms.
When you click on the input field, a screen like the one below will appear.
Set the output of the previously set "When a response to the reservation form is submitted" to match each item.
By checking the supplementary information at the bottom of the input field, you can easily proceed with the settings.
Once the necessary items are set, confirm that the test is successful and click "Save".
Finally, we will proceed with the Google Sheets settings.
We will enable the management of information collected by Google Forms in a database.
First, select "Register Record".
When the screen transitions, it will look like the following.
After confirming the account information to be linked, proceed with database integration.
Here, enter the information of the Google Sheets to be used.
If you create the items you want to manage in the database on Google Sheets from the information in Google Forms, the subsequent settings will be easier.
Once the settings are complete, press "Next".
Once the screen switches to the following, set the output from Google Forms for each item.
As an example, I set the item "Schedule" to automatically record as '{{Name}} MTG' using the output "Name".
Set it up in a way that suits you!
Press the test button, and if "Test Successful" appears, click "Save".
This completes all the settings!
If the following popup appears, the setup is complete.
Finally, by turning the trigger ON, the flowbot you just set up will run.
Once you confirm that the top of the flowbot screen shows "Trigger ON", the reservation information from Google Forms will automatically be reflected in Google Calendar and Google Sheets.
The template used is below.
■Overview
This flow synchronizes meeting reservation information from Google Forms to Google Calendar and automatically adds it to Google Sheets.
You don't need to manually check the response information from Google Forms, as events are automatically added to Google Calendar, preventing any omissions or mistakes in event creation.
Additionally, while normally setting up Google Forms responses to be added to any Google Sheets requires GAS configuration, you can add information to any Google Sheets without such complex settings.
■Notes
・Integration with Google Forms, Google Calendar, Google Sheets, and Yoom is required.
・Feel free to change the settings of the integrated Google Calendar and Google Sheets as needed.
You can copy and use Yoom's template as is, but you can also customize it to your liking!
Looking at the Google Calendar reservation creation in the template introduced this time, you should be able to obtain the "Google Meet URL" in the output section.
For example, by setting it to notify communication tools like Slack of the Google Meet URL and meeting date and time, you can manage meeting information on the communication tools you usually use.
Set the Google Spreadsheet used in this template to automatically add meeting dates and meeting URLs. Furthermore, by using a template like the one below, you can obtain meeting information for specified dates (such as today or tomorrow) from the Google Spreadsheet and notify Slack.
The customized template is below.
■Overview
This is a flow that retrieves records from Google Sheets that match today's date and sends a batch notification to Slack daily.
■Recommended for
1. Those who use Google Sheets to manage their work
・Project leaders who manage task deadlines in Google Sheets
・Sales representatives who manage meeting schedules with clients in Google Sheets
2. Those who use Slack as their main communication tool
・Those who want to receive task reminders on Slack
・Those who want to send daily shared information in bulk to Slack
■Benefits of using this template
Google Sheets allows you to check content online, making it a suitable tool for collaboration.
However, when a team uses Google Sheets, each member needs to check the content individually, which can be cumbersome.
This template is suitable for those who want to send shared information from Google Sheets in bulk.
It eliminates the need for manual notification tasks, preventing notification omissions and enabling speedy information transmission within the team.
■Notes
・Please integrate Google Sheets and Slack with Yoom.
・The maximum number of records that can be retrieved from Google Sheets is 10. If you need to retrieve more than 10, the "Repeat the same process" operation is required.
※The "Repeat the same process" operation is available only with the Team Plan and Success Plan.
・Paid plans such as the Team Plan and Success Plan offer a 2-week free trial. During the free trial, you can use apps that are subject to restrictions.
By adding actions and combining templates in this way, you can easily create automation tailored to your preferences.
Besides what we introduced today, Yoom offers many examples of automation using Google Forms and Google Calendar, so here are a few examples.
Templates are available for all of them, so you can start using them immediately.
Not only can you register information submitted to Google Forms into Google Calendar, but you can also generate URLs for web conferencing tools like Zoom and synchronize with other calendar tools.
■Overview
This is a flow where an event is added to Google Calendar and an email is sent when a response is made to a Google Form.
The entire process from adding to the calendar to sending an email can be automated with just the form response.
■Preparation
・It is necessary to register (link) with the apps you will use in advance. Below is a reference guide for linking.
※There may not be a detailed guide available for apps that can be linked easily. https://intercom.help/yoom/ja/collections/3041779
・To set the end time in Google Calendar, it is necessary to calculate the end time from the start time using a function in a spreadsheet.
※In this case, a function is set to obtain the time 1 hour after the start. Depending on the function settings, it is also possible to set 30 minutes or more than 1 hour.
※Here is the actual operation when the flow bot is activated https://youtu.be/M-gZDyO5dp0
◼️Overview
This is a flow to add information from Google Forms to Google Calendar and create a Zoom meeting.
It allows for automatic calendar additions and Zoom reservations, making work more efficient.
◼️Notes
・Please integrate Google Forms, Google Calendar, and Zoom with Yoom.
・For information on how to retrieve responses when using Google Forms as a trigger, please refer to here.
Issuing Documents Based on Information Submitted via Google Forms
Automatically generate PDF documents based on information entered into Google Forms. The generated documents can be notified via internal chat or sent via email.
Use OCR to Read Images Submitted via Google Forms and Add Data to a Database
Automatically store information read from images attached to Google Forms into databases such as kintone or spreadsheets using OCR. This can be used to read various types of data, such as invoices and business cards.
■Overview
This flow reads business card images attached to Google Forms using OCR and adds them to a Notion database.
By using Yoom, you can easily connect apps without the need for programming.
■Recommended for
1. Those who want to streamline their work using Google Forms
・Those who are collecting information using Google Forms but find manual tasks time-consuming
・Those who want to improve work efficiency but do not know specific methods
2. Those who use Notion for project management and information organization
・Those who manage information using Notion but find data entry laborious
・Those who want to organize data more efficiently and advance projects
■Benefits of using this template
By using the flow that reads business card images attached to Google Forms with OCR and adds them to a Notion database, you can streamline the management of business card information.
This eliminates the need for manual entry of business cards, reducing work time.
Reducing manual tasks also prevents input errors, enabling accurate data management.
Additionally, this flow allows for centralized information management, enabling quick confirmation and utilization of necessary information.
This will promote quick business responses and decision-making, improving work efficiency.
■Overview
This flow involves reading business card images submitted via Google Forms using OCR, adding the data to Google Sheets, and sending a thank-you email via Gmail.
With Yoom, you can easily achieve this flow without any programming, as it allows for seamless integration between apps.
■Recommended for
1. Those who frequently exchange business cards
・Sales representatives who exchange business cards with many people daily and spend a lot of time on data entry
・Those who receive a large number of business cards during exhibitions or events and face challenges in managing them
・Marketing personnel who want to quickly share business card information for aggregation and analysis
・Those who want to smoothly follow up with customers using business card information
2. Managers or administrators aiming to improve the efficiency of business card data management
・Those who want to efficiently manage contacts of leads, customers, and business partners
・Those who want to promote the digitization and database creation of business cards to quickly access necessary contacts
■Benefits of using this template
This flow allows for the automation of OCR reading of business card images submitted via Google Forms, adding data to Google Sheets, and sending thank-you emails to those with whom you exchanged business cards.
By simply taking or scanning an image and submitting it through the form, business card information is digitized, reducing the burden on personnel and speeding up information sharing.
It facilitates smooth lead approaches, marketing analysis, and customer follow-ups.
■Overview
This is a flow that reads receipts received via Google Forms using OCR, adds them to kintone, and notifies Slack.
With Yoom, you can easily achieve this flow without any programming, as it allows for seamless integration between apps.
■Recommended for
■Benefits of using this template
By automatically adding receipt data to kintone, you can proceed with accounting tasks in a timely manner.
However, since there are many items to transcribe from receipt data, verification and correction are necessary after transcription, which can be time-consuming.
In this flow, you can read receipts received via Google Forms using OCR and automatically add the content to kintone.
Once added to kintone, a notification is sent to Slack, allowing you to proceed with accounting tasks in a timely manner.
Since you can start tasks based on notifications to Slack, verification by the person in charge becomes faster, preventing delays in processing.
Add events to Google Calendar based on information registered in the database
Automatically register events in Google Calendar according to the information registered in databases such as HubSpot or Salesforce. Depending on the status within various databases, the registration of events and tasks in Google Calendar can be automated.
■Overview
The "Register Schedule from HubSpot Contact Information to Google Calendar" workflow allows you to create schedules with a single click.
There is no need to access Google Calendar directly, which enhances convenience.
■Recommended for
■Benefits of Using This Template
Registering HubSpot contact information in Google Calendar greatly improves scheduling efficiency.
This allows for quicker appointment and meeting settings.
It eliminates the hassle of manual information entry, enabling smooth sales activities.
Additionally, because you can quickly create schedules, you can respond swiftly based on the latest information.
All team members can view and share a common schedule, which strengthens communication and facilitates smooth project progress.
■Overview
The flow "Create an event in Google Calendar when the Salesforce opportunity stage reaches a certain status" is a business workflow designed to enhance the efficiency of sales activities.
By integrating Salesforce with Google Calendar, events are automatically added according to the progress of opportunities, eliminating the need for manual schedule management.
This allows sales teams to manage their time more effectively without missing important opportunities.
■Recommended for
■Benefits of using this template
Manually creating meetings according to opportunity status can increase the workload.
By utilizing this flow, events are automatically created according to changes in opportunity stages, eliminating the need for manual registration.
It also prevents missed or duplicate events due to manual entry, ensuring accurate schedule management.
Automating tasks that were previously done manually creates an environment where the sales team can focus on important opportunities, thereby improving overall productivity.
■Overview
This is a flow to register the due dates of tasks registered in Notion to Google Calendar.
■Recommended for
1. People who use Notion for task management
・Leaders who use Notion for project task management
・Those who link task due dates to Google Calendar for sharing
2. People who use Google Calendar to advance their work
・Those who manage project schedules with Google Calendar
・Those who want to streamline by linking Notion and Google Calendar
■Benefits of using this template
By using Google Calendar, you can centrally manage project schedules and facilitate sharing with team members.
Additionally, by utilizing reminder and notification functions, you can efficiently grasp the information of registered tasks and events, which is a benefit of Google Calendar.
However, if you are manually registering schedules in Google Calendar after registering tasks in Notion, you may find it inefficient due to the possibility of incorrect entries or omissions.
This template allows you to automatically register schedules in Google Calendar when tasks are registered in Notion, preventing errors and omissions caused by manual entry.
Since the latest and most accurate information is always linked to Google Calendar, it is possible to smoothly progress project work.
■Notes
・Please link both Notion and Google Calendar with Yoom.
・You can select the trigger interval from 5, 10, 15, 30, or 60 minutes.
・Please note that the shortest trigger interval varies depending on the plan.
Update the database based on events registered in Google Calendar
Automatically update databases such as kintone and Salesforce based on events registered in Google Calendar. Tasks can be automatically registered in SFA or CRM based on the information in Google Calendar.
■Overview
The workflow "Retrieve schedule list from Google Calendar, generate daily reports using AI functionality, and add them to Notion" streamlines the creation of daily routine reports.
Since it is added automatically, errors such as omissions are likely to decrease.
■Recommended for
■Benefits of using this template
By using the flow that generates and registers daily reports utilizing Google Calendar and Notion, you can gain the following benefits.
Firstly, since schedules are automatically retrieved from Google Calendar, manual creation of daily reports becomes unnecessary.
As a result, you can expect time savings and improved work efficiency.
Furthermore, since it is automatically registered in Notion, centralized management of daily reports becomes easy.
Not only can you easily check past daily reports at a glance, but information sharing across the entire team will also become smoother.
■Overview
The workflow "Add events created in Google Calendar to Google Sheets" streamlines schedule management.
By managing Google Calendar information as data, it becomes easier to search past records.
■Recommended for
■Benefits of using this template
By linking Google Calendar and Google Sheets, adding events becomes smoother. This supports efficient schedule management and planned business execution.
Additionally, since events are automatically added to Google Sheets, cumbersome manual input tasks are eliminated, reducing the burden.
Furthermore, being able to check multiple events at once makes information sharing among members easier, strengthening the collaboration of the entire team.
Using this system increases work efficiency and provides more time to focus on other important tasks, thereby improving productivity.
■Overview
The flow "Automatically sync events created in Google Calendar to Salesforce" is a business workflow that streamlines schedule management and customer management.
When a new event is registered in Google Calendar, the information is automatically synced to Salesforce.
■Recommended for
■Benefits of using this template
Manually syncing events registered in Google Calendar to Salesforce carries the risk of input errors.
This flow allows you to automatically register scheduled events in Salesforce.
This eliminates the hassle of manual data entry and double management, and is expected to improve the productivity of the entire team.
Especially for companies using many SaaS applications, this integration using Yoom supports smooth business operations by achieving centralized information management and real-time updates.
Benefit 1: Reduce Manual Management of Reservations and Improve Operational Efficiency
When reservation information is entered into Google Forms, it can be automatically registered in Google Calendar and added to Google Sheets, reducing the need for manual management. Previously, staff had to manually input responses from Google Forms into Google Calendar and record them in a spreadsheet. Automating this flow can help prevent input errors and improve operational efficiency. Especially for those who frequently hold meetings, the burden of manual work is greater, so automation can significantly enhance operational efficiency.
Benefit 2: Prevent Double Booking of Reservations
By automatically reflecting reservation information from Google Forms in Google Calendar, you can prevent duplicate bookings for the same time slot. When manually entering information into the calendar, there was a risk of mistakenly making multiple reservations for the same slot. Automation allows you to check the latest reservation status, making it possible to prevent overlaps during reservation acceptance. This will lead to smoother operations, especially in tasks like meeting room reservations or individual consultation bookings.
Benefit 3: Smooth Information Sharing Within the Team
Integrating reservation information with Google Calendar and Google Sheets will facilitate smooth information sharing within the team. For example, when a reservation manager adds a schedule to the calendar, setting it up so that the same information is automatically added to Google Sheets allows other members to simply check the information on Google Sheets for sharing. This eliminates the need to manually transcribe information or communicate manually through communication tools, helping the entire team share the latest information at all times.
This time, we introduced a method to automatically add reservation information from Google Forms to Google Calendar and save the information in Google Sheets. This automation enables you to automatically add schedules to the calendar and add information to the database, reducing the hassle of manual input. It will be particularly useful in business scenarios that handle many reservations or situations that require team schedule management.
By using Yoom, anyone can easily integrate with simple settings without programming knowledge, making various automations possible by customizing according to your business needs.
Take this opportunity to try automating your reservation management!
