How to add information to a Google Spreadsheet and schedule an event in Google Calendar when an interview is booked in Gmail

(2) Select a project from the workspace list as desired.
※ The copied template will be stored in "My Projects" within the project selected in (2).
(3) Click "Edit" at the top right of the flow list screen.

Step 2: Set the Trigger

First, check out How to Forward Emails from Gmail and Activate Email Triggers!
(1) Click "Email Trigger" from the flow list screen.
(2) Set the title.
※ You can use the originally set title as is!
(3) Optionally enter for creating a receiving address.
(4) Set each item of the trigger conditions.

• Search location: Select as desired from the dropdown menu.
• Search condition: Select as desired from the dropdown menu.
• String: This time, set as "Interview Appointment".

(5) Click Next.

■ Test the Email Trigger
(6) If there are no errors in the test, click Save.

Step 3: Extract Data from Text

(1) Click "Extract Data from Text".
(2) Set the title.
※ You can use the originally set title as is!
(3) Set the conversion type to Data Extraction (2 Tasks).
(4) Click Next.

■ Set Details
(5) Set each item.

• Target text: Set {{Body}} from the output.
• Items to extract: Specify the items to extract from the target text, separated by commas (e.g., Name, Contact, Interview Date, Interview Time).

(6) If there are no errors in the test, click Save.

Step 4: Operate the Database

(1) Click "Operate the Database".
(2) Set the title.
※ You can use the originally set title as is!
(3) Check if the account information to be linked is correct.
※ If the account information is not displayed, click +Add Linked Account to register.
(4) Select "Add Record" for the execution action.
(5) Set each item of the database linkage.

• Spreadsheet ID: Select as desired from the candidates.
• Spreadsheet tab name: Select as desired from the candidates.
• Table range: Specify in text.

(6) Click Next.

■ Detailed Settings for Database Operation
(7) Set each item of the values for the record to be added.

• Name: Specify in text this time.
• Contact: Specify in text this time.
• Interview Date: Specify in text this time.
• Interview Time: Specify in text this time.

(8) Click Test and check Google Spreadsheet!

(9) If there are no errors, click Save.

Step 5: Integrate with Google Spreadsheet

(1) Click "Integrate with App".
(2) Set the title.
※ You can use the originally set title as is!
(3) Check if the account information to be linked is correct.
※ If the account information is not displayed, click +Add Linked Account to register.
(4) Select "Get Values" for the action.
(5) Click Next.

■ API Connection Settings
(6) Set each item.

• Spreadsheet ID: Select as desired from the candidates.
• Sheet name: Select as desired from the candidates.
• Range: Specify in text.
• Direction: Select as desired from the dropdown menu.

(7) If there are no errors in the test, click Save.

Step 6: Integrate with Google Calendar

(1) Click "Integrate with App".
(2) Set the title.
※ You can use the originally set title as is!
(3) Check if the account information to be linked is correct.
※ If the account information is not displayed, click +Add Linked Account to register.
(4) Select "Create Event" for the action.
(5) Click Next.

■ API Connection Settings
(6) Set each item.

• Calendar ID: Select as desired from the candidates.
• Event title: Set {{Subject}} from the output.
• Event start date: Set {{Interview Date}} from the output.
• Event start time: Set {{Interview Time}} from the output.
• Event end date: Set {{Interview Date}} from the output.
• Event end time: Set {{Retrieved Value}} from the output.
• Event description: Set text this time (e.g., An interview appointment has been made!)

(7) Click Test and check Google Calendar!

(8) If there are no errors, click Save.
(9) Return to the flow list screen and change the app trigger to ON to complete the flow settings!

Other Automation Examples Using Gmail, Google Calendar, and Google Sheets

In addition to the integrations introduced today, it is possible to achieve various automations by utilizing the APIs of Gmail, Google Calendar, and Google Sheets.

If there is something that interests you, please give it a try!

‍‍Automation Examples Integrating Gmail and Google Calendar

You can register events in Google Calendar when you receive an email in Gmail, or automatically add ICS files received in Gmail to Google Calendar.
Additionally, it is possible to send a summary of the day's Google Calendar events via Gmail every day.

Example of Automation Using Gmail

Send a Template Email from the Lead Detail Page via Gmail

Send a template email from customer management pages such as Salesforce or HubSpot.

Save Files Received in Gmail to Cloud Storage

Automatically save files received in Gmail to Google Drive, DropBox, etc.

Example of Automation Using Google Calendar

‍Add Events to Google Calendar Based on Form Submissions

Automatically add events to Google Calendar based on submissions from forms like Google Forms or HubSpot forms.

Add an event to Google Calendar when a task is registered in the task management app

Automatically add an event to Google Calendar when a task is registered in Asana, Trello, etc.

Automation Example Using Google Sheets

Notify Chat Tools When a Row is Added in Google Sheets

Automatically notify Slack, Discord, etc., when a row is added in Google Sheets.

Add transcribed audio to Google Sheets after a web meeting

After a web meeting on Google Meet or Zoom ends, the audio is transcribed and automatically added to Google Sheets.

Besides the templates we introduced, you might find other flows that can be integrated into your workflow.
Be sure to check out the template list.

Benefits of Integrating Gmail and Google Calendar‍

1. Automation of Interview Appointment Management
‍For example, when an interview appointment is confirmed in Gmail, it can be automatically recorded in Google Sheets and reflected in Google Calendar.
This could make schedule management much easier.
Since the received content is automatically reflected in Google Calendar, errors are reduced, and checking reservation history and obtaining statistical data should become easier.
Furthermore, by using Google Calendar's notification feature, reminders for scheduled appointments are automatically sent, so you won't forget your plans.‍

2. Flexibility and Convenience of Devices
The integration of Gmail and Google Calendar is free to use with a Google account and can be accessed from any device, such as a computer, tablet, or smartphone.
It's convenient to check and change schedules on the go with a smartphone or to grasp detailed schedules with a tablet.
Additionally, since the latest schedule is automatically reflected, information consistency is maintained, allowing for flexible and efficient schedule management.‍

3. Efficient Time Saving
Since information received by email is automatically reflected in Google Calendar, manual input is no longer necessary, saving time.
This leads to swift schedule management.
Moreover, by creating a shared calendar in Google Calendar that the entire team can easily access, everyone's schedule can be grasped at a glance, and schedule adjustments can proceed efficiently.

Conclusion

How was it?
With the integration of Gmail and Google Calendar, schedule management should become significantly easier.
Manual input is no longer necessary, errors decrease, and reminders for appointments are automatically sent, making management even more efficient.
Additionally, by using Yoom, you can easily set up integration without code, lowering the technical barrier and allowing anyone to start easily.

Please take this opportunity to try integrating Gmail and Google Calendar!