How to integrate Calendly with Google Chat to receive notifications in Google Chat when an event is scheduled in Calendly

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Moreover, many people might have experienced the struggle of missing a file save or saving a file in the wrong folder, making it difficult to find later.

In this article, we will introduce a method to automatically save files received in Gmail to Dropbox!

By using no-code tools, you can easily set up automation between Gmail and Dropbox.
You can start using it right away, so be sure to give it a try!

Recommended for

Those who want to automatically upload files attached to Gmail to Dropbox
Those who want to integrate Gmail and Dropbox to facilitate smooth file sharing within the team
Those who want to prevent the loss of attachments and ensure proper document storage

For those who want to try it immediately

In this article, we will introduce the integration method using the no-code tool "Yoom".

No complicated settings or operations are required, and even non-engineers can easily achieve it.

You can start right away using the template below, so please give it a try!

Calendly is a convenient tool for schedule management. It offers robust calendar synchronization and notification features, providing support for smoothly managing daily schedules.
However, if you manually send notifications to Google Chat every time a new event is created in Calendly, it can take up time and distract you from focusing on your core tasks.
This article will detail the benefits of integrating Calendly with Google Chat and how to proceed with the setup.

This article is recommended for

The content introduced this time is recommended for the following people!

・Those who are using both Calendly and Google Chat and want to streamline notifications
・Those who want to share reservation information with their team in real-time to prevent response errors
・Sales or customer support professionals who want to simplify team schedule sharing

Benefits and Examples of Integrating Calendly and Google Chat

Benefit 1: Strengthening Team Collaboration

By integrating Calendly with Google Chat, notifications are automatically sent to the entire team every time an event is registered, allowing smooth sharing of the latest information.
For example, if a meeting with a client is set up by the sales team, that schedule is promptly notified to the entire team.
Important information such as who will conduct the meeting, the date and time, client name, and purpose is shared, making it easier for the entire team to accurately understand the situation.
Moreover, for sales managers, it becomes easier to grasp the team’s overall schedule and progress in real-time, enabling them to provide necessary support or adjustments at the right time.
As a result, it helps create an environment where all members can focus on their roles.

Benefit 2: Streamlining Schedule Management

Utilizing the mechanism where events registered in Calendly are notified in Google Chat can reduce the risk of missing important meetings or double bookings.
For instance, for a project manager in the IT department handling multiple projects simultaneously, they can receive notifications in Google Chat every time a meeting schedule for each project is registered in Calendly.
With automatic notifications, it becomes possible to accurately grasp which project is having a meeting and when, and adjust to avoid schedule overlaps.
As a result, it helps reduce schedule overlaps and improve the quality of work.

Benefit 3: Improving Customer Response Accuracy

Immediate notifications to Google Chat allow quick confirmation of reservation information from customers or clients.
For example, if a customer support staff member receives an inquiry from a client and a meeting reservation is set through Calendly, they can receive immediate notifications in Google Chat.
This enables the staff to check the customer's past inquiry history in advance or gather relevant materials.
Additionally, it becomes possible to appropriately convey information to related departments or stakeholders, facilitating a unified response.
As a result, it may not only improve efficiency but also enhance the quality of interactions with customers.

In this article, we will proceed with the integration using Yoom.
If you haven't used it yet, please take a look at Getting Started with Yoom.

[What is Yoom]

How to Create a Calendly and Google Chat Integration Flow

This time, we will create a flow of [Notify Google Chat when an event is registered in Calendly].

The integration flow is broadly created through the following processes.

・Registering Calendly and Google Chat as My Apps
・Setting a trigger to activate when an event is scheduled in Calendly
・Configuring to send a message to Google Chat
・Testing and verification

Step 1: Integrating My Apps with Calendly and Google Chat

First, log in to your Yoom account.
If you do not have an account, please create one on the Yoom account creation page.

1. Click on My Apps and then click on New Connection.

2. You can search by app name in the input field.
Search for Calendly and Google Chat respectively and register them.

Registering Calendly as My App

Let's start by registering Calendly. Enter "Calendly" in the input field, and when the Calendly icon appears, click on it.

1. The following screen will appear.
Please enter the Application ID and Secret.
Click "Add" to complete the registration of Calendly as My App.

Registering Google Chat as My App

Integration with Google Chat is only possible with Google Workspace.
For details, please refer to here.
Search for Google Chat in the same way and click on the icon.

1. The following screen will appear.
Click "Sign in with Google".

2. Enter the Client ID and Client Secret.
For detailed instructions on registering Google Chat as My App, please refer to here.
Once you have finished entering, click "Register".

This concludes the registration of Calendly and Google Chat as My Apps.

Once the registration is successful, the following screen will appear.
Check if the icons for Calendly and Google Chat are displayed on the My Apps screen.

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For more detailed information about Yoom, please check the Yoom Help Center.

Selecting a Template and Preparing the Storage Location

Click "Try it" from the link below.

If the following display appears, the template copy was successful.

Step 2: Setting up a trigger to activate when an expense request is approved in Calendly

1. First, click on "When an event is scheduled (webhook trigger)" at the top.

2. You can set the title freely.
Enter the account information to connect with Calendly.
Select "When an event is scheduled (webhook trigger)" as the trigger.
Once you've finished entering, click "Next".

3. Set the organization URI.
When you click the input field, suggestions will appear, so select from them.
Once the setup is complete, click "Test" and if there are no issues, click "Next".

3. The following screen will appear. Click "Test" and if there are no issues, click "Save".

Step 3: Setting up notifications in Google Chat

1. Finally, click the "Send Message" icon.

2. Enter the account information to connect with Google Chat.
Select "Send Message" as the action.
Once you've finished entering, click "Next".

3. Set the space resource name and message content.
When you click the input field, the previously obtained output and suggestions will appear.
Select the space resource name from the suggestions.
Click the message editing field to display the output and use it as needed.
Once the setup is complete, click "Test" and if there are no issues, click "Save".

4. With this, the flow of [Notify Google Chat when an event is scheduled in Calendly] is complete.

Step 4: Testing and Verification

Once the setup is complete, the following screen will appear.
Click the "Turn on Trigger" button to activate the flow bot.

No need to worry if you don't have programming knowledge.
With Yoom, you can easily complete the setup without any code.
Try this convenient flow from the link below.

Other Automation Examples Using Calendly

There are many other examples of automation using Calendly in Yoom, so here are a few.

1. This is a flow where a record is registered in kintone when an appointment is scheduled in Calendly.
‍ By utilizing this template, a record will be automatically registered in kintone when an appointment is scheduled in Calendly.
This eliminates the need for manual input into kintone, making it easier to prevent information registration omissions and helping to improve work efficiency.

2. This is a flow where a page is created in Notion when an event is scheduled in Calendly.
‍ By using this template, you can automatically create a page in Notion whenever an event is scheduled in Calendly.
This will reduce the effort of manually organizing contacts and information, allowing you to establish a more efficient work environment.

3. This is a flow where once an event is scheduled in Calendly, it integrates with Gmail to send materials.
‍ By using this template, you will be able to send materials via Gmail when an event is scheduled in Calendly.
This allows for quick material delivery based on the schedule, reducing the workload and minimizing the risk of sending errors.

Summary

By integrating Calendly with Google Chat, you can now automatically receive notifications in Google Chat whenever an appointment is scheduled in Calendly.
This reduces the need to repeatedly check the management screen or notification emails, allowing for smoother information sharing.
Yoom is an automation tool that beginners can easily start using, and it doesn't require any programming knowledge.
By automating daily routine tasks and detailed work prone to errors, you can improve work efficiency and aim for a more relaxed working style.
Try using Yoom to enhance your work efficiency!