How to Automatically Add Google Form Reservation Information to Google Calendar and Save it to a Spreadsheet

Step 1: Connect Each App to Yoom (My App Connection)

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.

My App Connection for Google Forms, Google Calendar, and Google Sheets

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]

• What You Can Do by Connecting with Google Forms
• What You Can Do by Connecting with Google Calendar
• What You Can Do by Connecting with Google Sheets

‍Step 2: Copy the Template

‍Next, let's copy the template we will use this time.

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.

Step 3: App Settings on the Template

[Notes]

1. Integration with Google Forms, Google Calendar, and Google Sheets is required.
2. You can freely change the settings of the Google Calendar and Google Sheets to be integrated.

• Google Forms Settings

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.

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• Google Calendar 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".

• Google Sheets Settings

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!

Step 4: Enabling the App Trigger

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.

To Further Automate

You can copy and use Yoom's template as is, but you can also customize it to your liking!

• Notify Communication Tools of Google Meet URL

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.

• Notify Slack of Meeting Information for Specified Dates in Bulk Daily

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.

By adding actions and combining templates in this way, you can easily create automation tailored to your preferences.

Other Automation Examples Using Google Forms and Google Calendar

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.

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Automation Examples Integrating Google Forms and Google Calendar

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.

Example of Automation Using Google Forms

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.

Examples of Automation Using Google Calendar

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.

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.

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Benefits and Examples of Integrating Google Forms with Google Calendar

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.

Conclusion

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!

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