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.
Recommended for
Those who manually register reservation management information collected via Google Forms into Google Calendar
Project managers who want to centralize meeting schedules and detail management
Schedule managers who want to prevent management errors due to double entry
Those who want to automatically save reservation information to Google Sheets
For those who want to try it immediately
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!
When reservation information is submitted via Google Forms, schedule it in Google Calendar and add that information to Google Sheets.
■Overview Are you finding it cumbersome to manually register reservation information received via Google Forms into Google Calendar or copy it to Google Sheets? While each task is simple, as the number of items increases it becomes a heavy burden, and human errors such as input mistakes are more likely to occur. By leveraging this workflow, responses to Google Forms will automatically trigger event creation in Google Calendar and information insertion into Google Sheets, streamlining your reservation management operations.
■Recommended for ・People in charge who are manually registering reservations received via Google Forms into Google Calendar, etc. ・Those who are troubled by input errors or omissions when transcribing reservation information to Google Sheets ・Those who want to standardize reservation management processes and build a system that anyone can handle
■Notes ・Please connect Google Forms, Google Calendar, and Google Sheets with Yoom. ・You can choose a trigger interval of 5, 10, 15, 30, or 60 minutes. ・The minimum trigger interval varies by plan, so please be aware. ・For how to retrieve response content when using Google Forms as a trigger, please refer to the link below. https://intercom.help/yoom/en/articles/6807133
How to Automatically Add Google Form Reservation Information to Google Calendar and Save Information in a Spreadsheet
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:
Link each app with Yoom (My App Integration)
Copy the Template
Set Up Apps on the Template
Enable App Triggers
※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.
When reservation information is submitted via Google Forms, schedule it in Google Calendar and add that information to Google Sheets.
■Overview Are you finding it cumbersome to manually register reservation information received via Google Forms into Google Calendar or copy it to Google Sheets? While each task is simple, as the number of items increases it becomes a heavy burden, and human errors such as input mistakes are more likely to occur. By leveraging this workflow, responses to Google Forms will automatically trigger event creation in Google Calendar and information insertion into Google Sheets, streamlining your reservation management operations.
■Recommended for ・People in charge who are manually registering reservations received via Google Forms into Google Calendar, etc. ・Those who are troubled by input errors or omissions when transcribing reservation information to Google Sheets ・Those who want to standardize reservation management processes and build a system that anyone can handle
■Notes ・Please connect Google Forms, Google Calendar, and Google Sheets with Yoom. ・You can choose a trigger interval of 5, 10, 15, 30, or 60 minutes. ・The minimum trigger interval varies by plan, so please be aware. ・For how to retrieve response content when using Google Forms as a trigger, please refer to the link below. https://intercom.help/yoom/en/articles/6807133
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.
■Overview Are you finding it cumbersome to manually register reservation information received via Google Forms into Google Calendar or copy it to Google Sheets? While each task is simple, as the number of items increases it becomes a heavy burden, and human errors such as input mistakes are more likely to occur. By leveraging this workflow, responses to Google Forms will automatically trigger event creation in Google Calendar and information insertion into Google Sheets, streamlining your reservation management operations.
■Recommended for ・People in charge who are manually registering reservations received via Google Forms into Google Calendar, etc. ・Those who are troubled by input errors or omissions when transcribing reservation information to Google Sheets ・Those who want to standardize reservation management processes and build a system that anyone can handle
■Notes ・Please connect Google Forms, Google Calendar, and Google Sheets with Yoom. ・You can choose a trigger interval of 5, 10, 15, 30, or 60 minutes. ・The minimum trigger interval varies by plan, so please be aware. ・For how to retrieve response content when using Google Forms as a trigger, please refer to the link below. https://intercom.help/yoom/en/articles/6807133
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]
Integration with Google Forms, Google Calendar, and Google Sheets is required.
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.
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.
When reservation information is submitted via Google Forms, schedule it in Google Calendar and add that information to Google Sheets.
■Overview Are you finding it cumbersome to manually register reservation information received via Google Forms into Google Calendar or copy it to Google Sheets? While each task is simple, as the number of items increases it becomes a heavy burden, and human errors such as input mistakes are more likely to occur. By leveraging this workflow, responses to Google Forms will automatically trigger event creation in Google Calendar and information insertion into Google Sheets, streamlining your reservation management operations.
■Recommended for ・People in charge who are manually registering reservations received via Google Forms into Google Calendar, etc. ・Those who are troubled by input errors or omissions when transcribing reservation information to Google Sheets ・Those who want to standardize reservation management processes and build a system that anyone can handle
■Notes ・Please connect Google Forms, Google Calendar, and Google Sheets with Yoom. ・You can choose a trigger interval of 5, 10, 15, 30, or 60 minutes. ・The minimum trigger interval varies by plan, so please be aware. ・For how to retrieve response content when using Google Forms as a trigger, please refer to the link below. https://intercom.help/yoom/en/articles/6807133
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.
Retrieve records from Google Sheets that correspond to today's date and send a batch notification to Slack daily.
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.
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.
Add a Google Calendar event and send an email based on responses from a Google Forms reservation form.
■Overview ・This is a flow that adds an event to Google Calendar and notifies Slack when a response is made to a Google Form. ・You can automate the entire process from adding to the calendar to notification with just the form response.
■Preparation ・You need to register (link) with the apps you will use in advance. The following is a reference guide for linking. * There may not be a detailed guide for apps that can be linked easily. https://intercom.help/yoom/en/collections/3041779 ・To set the end time of Google Calendar, you need to calculate the end time from the start time using a spreadsheet function. * This time, we have included a function to obtain the time 1 hour after the start. Depending on the function settings, you can also set it for 30 minutes or more than 1 hour.
■Here is the actual movement when the flow bot is activated https://youtu.be/M-gZDyO5dp0
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.
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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.
Read the business card image attached to Google Forms using OCR and add it to the Notion database.
■Overview This is a flow to read business card images attached to a Google Form using OCR and add them to a Notion database.
■Notes ・Please integrate with both Google Form and Notion through Yoom. ・Triggers can be set to activate at intervals of 5, 10, 15, 30, or 60 minutes. ・Please note that the shortest trigger interval may vary depending on the plan. ・OCR data may not be readable if it contains more than 6,500 characters or if the text is small. ・AI operations are features available only in the Team Plan and Success Plan. For the Free Plan and Mini Plan, the operations of the set flowbot will result in an error, so please be aware. ・Paid plans like Team Plan and Success Plan offer a two-week free trial. During the free trial, you can use apps and AI features (operations) that are subject to restrictions. ・Please refer to the link below for the method of obtaining the response content when using Google Form as a trigger. https://intercom.help/yoom/ja/articles/6807133
This is a flow to read business card images submitted via Google Forms using OCR, add data to Google Sheets, and send a thank you email via Gmail.
■Notes ・Please integrate Yoom with Google Forms, Google Drive, Google Sheets, and Gmail. ・AI operations are only available with the Team Plan and Success Plan. If you are on the Free Plan or Mini Plan, the operations set in the flow bot will result in an error, so please be careful. ・Paid plans such as the Team Plan and Success Plan offer a 2-week free trial. During the free trial, you can use restricted apps and AI features (operations). ・You can select the trigger interval from 5 minutes, 10 minutes, 15 minutes, 30 minutes, and 60 minutes. ・Please note that the shortest trigger interval varies depending on the plan. ・For information on how to obtain the response content when using Google Forms as a trigger, please refer to the following: https://intercom.help/yoom/en/articles/6807133 ・Please note that OCR data may not be readable if it exceeds 6,500 characters or if the text is small.
■Overview This is a flow to use OCR to read receipts received via Google Forms, add them to kintone, and notify Slack. With Yoom, you can connect apps without programming, making it easy to implement this flow.
■Recommended for ・Those who take time to register receipt data in kintone ・Those who want to streamline the confirmation and correction process after registering receipt data to facilitate smooth accounting operations ・Those who want to streamline receipt data registration by utilizing OCR
■Precautions ・Please connect Google Forms, kintone, Slack, and Google Drive with Yoom. ・The AI operation for OCR or voice transcription is only available in the Team Plan and Success Plan. If you are on the Free Plan or Mini Plan, the operation of the flowbot set will result in an error, so please be cautious. ・Paid plans such as the Team Plan and Success Plan offer a two-week free trial. During the free trial, you can use restricted apps and AI features (operations).
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.
Register a schedule in Google Calendar from HubSpot contact information
■Overview The 'Register an event in Google Calendar from HubSpot contact information' workflow allows you to create events with one click. It improves convenience as there is no need to access Google Calendar directly.
■Recommended for ・Those who manage client information using HubSpot ・Sales representatives who want to quickly utilize HubSpot contact information ・Those who manage schedules using Google Calendar ・Those who want to speed up their sales activities ・Those who want to link HubSpot information with Google Calendar to save effort ・Those aiming for automation without spending time on manual data entry or event creation
■Notes ・Please link both HubSpot and Google Calendar with Yoom. ・Please refer to the following for the trigger setting method using the Chrome extension. https://intercom.help/yoom/en/articles/8831921
■ Overview Each time a Salesforce opportunity stage is updated, manually registering meetings and other events in Google Calendar is time-consuming and may lead to input errors or missed entries. By using this workflow, you can automatically create events in Google Calendar, triggered when a Salesforce opportunity is updated to a specific stage. This automates the registration of important events and enables smoother sales activities.
■ Recommended for ・Sales reps who find manual event registration burdensome when managing opportunities in Salesforce ・Managers who oversee sales team activities and want to prevent missed registrations or sharing ・Those who want to integrate Salesforce with Google Calendar to streamline sales processes
■ Notes ・Please connect Yoom with both Salesforce and Google Calendar. ・You can choose a trigger interval of 5, 10, 15, 30, or 60 minutes. ・Please note that the minimum trigger interval varies by plan. ・Salesforce is available only on the Team Plan and Success Plan. On the Free Plan and Mini Plan, Flowbot operations or Data Connect you configure will result in errors. ・Paid plans such as the Team Plan and Success Plan offer a two-week free trial. During the free trial, you can use apps that are otherwise restricted.
■Overview This is a flow to register the due date of tasks registered in Notion to Google Calendar.
■Recommended for 1. Those who use Notion for task management ・Leaders who use Notion for project task management ・Those who share task due dates by linking them to Google Calendar
2. Those 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
■Notes ・Please link Yoom with both Notion and Google Calendar. ・You can select the trigger interval from 5 minutes, 10 minutes, 15 minutes, 30 minutes, or 60 minutes. ・Please note that the shortest trigger interval varies depending on the plan. ・Branching is a feature (operation) available in plans above the mini plan. In the case of the free plan, the operation of the flow bot set will result in an error, so please be careful. ・Paid plans such as the mini plan offer a 2-week free trial. During the free trial, you can use apps and features (operations) that are subject to restrictions.
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.
Retrieve the schedule list from Google Calendar, generate a daily report using AI functionality, and add it to Notion.
■ Overview The workflow 'Retrieve schedule list from Google Calendar and generate a daily report using AI to add to Notion' streamlines the creation of daily standard reporting content. Since it's added automatically, it will likely reduce errors such as missing additions.
■ Who we recommend this template for - Those who use Google Calendar for schedule management. - Those who find manually creating daily reports cumbersome. - Those looking to efficiently create daily reports and reflect on the day's schedule and performance. - Those managing work using Notion. - Those who want to consolidate report information in Notion but find daily manual input tedious. - Those who want to share daily work details within the team by utilizing centrally managed information.
■ Notes - Please connect both Google Calendar and Notion with Yoom.
■Overview The "Add to Google Spreadsheet when an event is created in Google Calendar" workflow streamlines schedule management. You can manage Google Calendar information as data, making it easier to search past records.
■Recommended for ・Those who use Google Calendar for schedule management ・Those who want to understand daily schedules and manage them in a spreadsheet ・Those who want to share schedules with the team and respond quickly ・Those who want to regularly reflect Google Calendar information in a spreadsheet ・Those who find manual data entry cumbersome ・Those who want to prevent missed schedules and input errors and manage schedules efficiently
■Notes ・Please link both Google Calendar and Google Spreadsheet with Yoom. ・You can select the trigger interval from 5 minutes, 10 minutes, 15 minutes, 30 minutes, and 60 minutes. ・Please note that the shortest trigger interval varies depending on the plan.
■Overview The “Automatically sync to Salesforce when an event is created in Google Calendar” flow is a business workflow that streamlines schedule and customer management. When you add a new event in Google Calendar, the information is automatically synced to Salesforce.
■Recommended for ・Sales representatives who use Google Calendar daily and want to streamline schedule management ・People who manage customer information in Salesforce but spend time on manual data entry ・IT professionals who want to integrate multiple SaaS apps to automate operations and improve efficiency ・Managers who want to centralize schedules and customer data for the entire team and facilitate smooth information sharing ・Business owners who want to build operational workflows with Yoom and automate day-to-day tasks
■Notes ・Please connect Yoom with both Google Calendar and Salesforce. ・You can choose the trigger interval at 5, 10, 15, 30, or 60 minutes. ・The minimum trigger interval varies by plan. ・Salesforce is available only on the Team plan and Success plan. On the Free plan and Mini plan, Flowbot operations and Data Connect you configure will result in errors. ・Paid plans such as the Team plan and Success plan offer a two-week free trial. During the free trial, you can use apps that are otherwise restricted.
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!
With Yoom, you can easily build the kind of collaboration described here without programming knowledge.
I have four years of experience as a supervisor in the BPO division of a publicly listed company and approximately three and a half years in editing and writing media articles. Due to the nature of my work, which involves handling outsourced tasks from other companies, I have had the opportunity to use a wide variety of applications. I still remember the moment I discovered Yoom while struggling to improve work efficiency, and how impressed I was by its ability to easily integrate different applications and create automated workflows. By leveraging my experience in media article creation, I am eager to clearly convey the appeal of Yoom and assist you in enhancing your work efficiency.
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