A recommended solution in such cases is the integration of Gmail, Google Calendar, and Google Sheets. With this integration, interview information received in Gmail is automatically added to Google Calendar and Google Sheets. Here, we will explain how to easily integrate these three apps without any coding, so please give it a try!
Recommended for
Those considering improving work efficiency with Gmail, Google Calendar, and Google Sheets.
Those who record content received in Gmail into Google Calendar and Google Sheets.
Those who want to integrate Gmail, Google Calendar, and Google Sheets to prevent missing scheduled entries.
For those who want to try it immediately
In this article, we introduce the integration method using the no-code tool "Yoom." No complicated settings or operations are required, making it easy for non-engineers to implement. You can start right away using the template below, so please give it a try!
When an interview is scheduled in Gmail, add the information to a Google Spreadsheet and enter the event in Google Calendar.
How to Create a Flow Integrating Gmail and Google Calendar
Step 1: My App Integration
Register your Google Drive and LINE WORKS as My Apps. (1) To integrate, log in to Yoom and click on My Apps on the left side of the screen. (2) A +New Connection button will appear on the right side of the screen, click it.
How to Register Gmail as My App (1) Select Gmail from the list of apps (2) Click Sign in with Google
(3) On the "Log in to Yoom" screen, select the account you want to integrate and click Next
(4) On the "Yoom is requesting additional access to your Google Account" screen, click Continue to complete the My App registration!
How to Register Google Sheets as My App (1) Select Google Sheets from the list of apps (2) Click Sign in with Google
(3) Select the account you want to integrate, click Next, and proceed as you did with Gmail to complete the My App registration!
How to Register Google Calendar as My App (1) Select Google Calendar from the list of apps (2) Click on the account you want to integrate
(3) Select the information Yoom will access and click Continue to complete the My App registration!
After Completing Registration with Yoom (1) Click on the banner below and try this template!
When an interview is scheduled in Gmail, add the information to a Google Spreadsheet and enter the event in Google Calendar.
(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!
When an interview is scheduled in Gmail, add the information to a Google Spreadsheet and enter the event in Google Calendar.
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.
Automatically add ICS files included in received emails to Google Calendar
■Summary This workflow automatically detects ICS files attached to received emails and can automatically add them to Google Calendar. This allows for smooth schedule management and improves work efficiency. By using Yoom, you can easily connect apps without programming knowledge.
■Recommended for ・Individuals who frequently receive ICS files in Gmail and add them to Google Calendar manually ・Businesspersons who feel overwhelmed managing schedules for business meetings or events ・Administrators of companies who want to automate schedule management to improve business efficiency ・People using multiple calendars aiming for centralized information management ・Those who want to reduce human error from manual input
■Notes ・Connect both Gmail and Google Calendar to Yoom. ・You can select the interval for the trigger 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 flow 'Retrieve events from Google Calendar and send reminders via Gmail' is a business workflow that automatically checks Google Calendar events and sends reminder emails through Gmail. By utilizing Yoom, you can smoothly integrate Google Calendar and Gmail, achieving automation of reminders.
■Recommended for ・Those who use Google Calendar regularly and want to make schedule management more efficient Those who have a wide range of daily schedules and find manual reminder settings cumbersome ・Business people who use Gmail as their main communication tool Those who want to perform reminders in Gmail to avoid missing important email notifications ・Companies or teams that want to improve efficiency by advancing business automation Those who want to focus resources on other important tasks without spending time on manual reminder settings and schedule checks
■Notes ・Please integrate both Google Calendar and Gmail with Yoom.
This is a flow to extract values from text and register them in Google Calendar when an email with a specified label arrives in Gmail.
■Notes ・Please link both Gmail and Google Calendar with Yoom. ・The trigger can be set to activate at intervals of 5 minutes, 10 minutes, 15 minutes, 30 minutes, or 60 minutes. ・Please note that the shortest activation interval varies depending on the plan. ・AI operations are only available with the Team Plan and Success Plan. If you are on the Free Plan or Mini Plan, the operations of the flow bot you have set 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).
■Overview Are you finding it cumbersome to manually save to Google Drive the attachments of invoices and important documents received in Gmail? Handling them one by one takes time and can lead to mistakes such as forgetting to save. By using this workflow, when an email with a specific label is received in Gmail, attachments can be automatically uploaded to Google Drive, streamlining file management tasks.
■Recommended for - Those who spend time downloading and organizing attachments received in Gmail - Accounting personnel who want to centrally manage items such as invoices from business partners in Google Drive - Those who want to prevent mistakes such as omissions in manually saving files or putting them in the wrong location
■Notes - Please connect both Gmail and Google Drive with Yoom. - For the trigger, you can select an execution interval of 5, 10, 15, 30, or 60 minutes. - The minimum execution interval varies depending on your plan. - Branching is a feature (operation) available with the Mini plan or higher. With the Free plan, operations of the configured flow bot will result in an error. - Paid plans such as the Mini plan offer a two-week free trial. During the free trial, you can use apps and features (operations) that are otherwise restricted.
■Overview This is a flow to register a schedule in Google Calendar based on form information. You can automatically reflect the schedule information entered in the form to Google Calendar.
■Recommended for ・Business persons who frequently use Yoom forms ・Those who collect event or meeting schedules through forms ・Administrators who want to streamline schedule management with Google Calendar ・Those who want to reduce manual input work and automate schedule management ・Project leaders who need to share schedules with multiple team members ・Those who want to centrally manage the team's schedule and smoothly share information ・Executives of companies who want to improve the accuracy of schedule management ・Those who want to prevent human error and achieve accurate schedule management through automatic settings
■Overview Are you manually notifying stakeholders in Discord every time a new row is added to a list managed in Google Sheets? This routine task is not only time-consuming but also prone to missed or delayed notifications. With this workflow, when a row is added in Google Sheets, it automatically sends a message to the specified Discord channel, streamlining information sharing.
■Who we recommend this template for ・Those who manually copy updates from Google Sheets to Discord each time ・Those who want to speed up information sharing within the team and strengthen real-time collaboration ・Those who want to prevent missed or delayed notifications caused by manual work and improve operational accuracy
■Notes ・Connect Yoom with both Google Sheets and Discord. ・You can set the trigger interval to 5, 10, 15, 30, or 60 minutes. ・The shortest trigger interval varies depending on your plan.
Overview Are you manually sending notifications to Slack every time you update information managed in Google Sheets? Such routine reporting tasks not only require effort but can also lead to errors such as delayed or missed notifications. By using this workflow, you can use row additions in Google Sheets as a trigger to automatically send a message to a specified Slack channel, streamlining information sharing.
Who this template is recommended for - Those who report each update made in Google Sheets to their team on Slack - Those who want to prevent human errors such as notification time lags and missed reports caused by manual work - Those who want to automate information-sharing processes within a team or department and improve operational efficiency
Notes - Please connect Yoom with both Google Sheets and Slack. - For the trigger, you can choose a run interval of 5, 10, 15, 30, or 60 minutes. - Please note that the minimum run interval varies by plan.
■ Overview Creating minutes after online meetings is an important task, yet it often requires a lot of time for transcribing recordings and copying the content. With this workflow, when a Google Meet meeting ends, the recording is automatically transcribed and the results are recorded in Google Sheets. It reduces the effort of minute-taking and helps you focus on core work.
■ Who we recommend this template for ・ Those who have many meetings in Google Meet and feel the workload of minute-taking is a challenge ・ Managers who want to streamline the recording and sharing of meeting content to improve team productivity ・ Members who want to prevent omissions from manual transcription and keep accurate minutes
■ Notes ・ Please connect Google Meet, Google Drive, and Google Sheets to Yoom. ・ You can choose a trigger interval of 5, 10, 15, 30, or 60 minutes. ・ The minimum trigger interval varies by plan. ・ Executing operations across a "Wait" step is only available on the Team Plan and Success Plan. On the Free and Mini plans, operations and Data Connect configured in the flowbot will result in errors. ・ Paid plans such as the Team Plan and Success Plan include a 2-week free trial. During the free trial you can use apps and features (operations) that are otherwise restricted. ・ The maximum downloadable file size is up to 300 MB. Depending on the app specifications, it may be less than 300 MB. ・ For details on the file size limits for the trigger and each operation, please see the link below. https://intercom.help/yoom/en/articles/9413924 ・ AI operations for OCR or speech transcription are only available on the Team Plan and Success Plan. On the Free and Mini plans, the operations set in the flowbot will result in errors. ・ Paid plans such as the Team Plan and Success Plan include a 2-week free trial. During the free trial you can use apps and AI features (operations) that are otherwise restricted.
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!
With Yoom, you can easily build the kind of collaboration described here without programming knowledge.
Having transitioned from a dental hygienist to the IT industry, I previously worked at a web company where I was involved in tasks such as web page replacements as a director's assistant. Leveraging this experience, I am now fully dedicated to conveying the appeal of Yoom to everyone. With an approach that combines technology and user perspective, I am genuinely committed to helping enhance your operational efficiency through Yoom.
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