Many people likely use tools like Google Forms and Google Calendar provided by Google, as well as the communication tool Slack for chat, in their daily work. You might be using Google Calendar for managing scheduled appointments and tasks, and Slack for team communication, leading to cases of duplicate information entry across different tools. This time, we will introduce a method to automate information updates across Google Forms, Google Calendar, and Slack by integrating these tools. Normally, this would require programming, but we will show you a way to do it easily using no-code tools, so please give it a try!
Recommended for those who:
Are considering streamlining their work by integrating Google Forms, Google Calendar, and Slack
Manage schedules and reservation information using Google Forms, Google Calendar, and Slack
Want to make it easier to share schedule information by integrating Google Forms, Google Calendar, and Slack
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 complex 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 reservation information is submitted via Google Forms, schedule it in Google Calendar and add it to Slack.
How to Create an Integration Flow with Google Forms, Google Calendar, and Slack
Now, let's explain in detail how to create a flow that creates an event in Google Calendar based on reservation information submitted via Google Forms and notifies the content in Slack, as an example of automatable tasks.
With the no-code tool Yoom, you don't need programming expertise or skills. If you haven't registered with Yoom yet, please create an account here!
Preparation
This workflow is triggered by responses from Google Forms. Please create a form in Google Forms that will serve as the source of information for event creation. When creating events related to meetings or individual briefings, it is advisable to make essential fields such as the respondent's identity information (company name, name, email address) and preferred date and time.
Once you have completed the preparation up to this point, please log in to Yoom. We will actually create the integration and automation flow using a template.
Step 1: Integrate Google Forms, Google Calendar, and Slack with My Apps
1. After logging into Yoom, select "My Apps" from the left menu and click "+Add" on the right side of the screen.
2. From the list of new connections in My Apps, select Google Forms, Google Calendar, and Slack, and integrate the apps. ※For Slack integration, please refer to this guide.
Step 2: Set up a trigger to activate when a response is submitted to the Google Form reservation form
3. Open the copied template and change the title as needed. ※ Initially, it is saved in "My Project". If it does not open automatically, select the relevant template from My Project, and click "Edit" in the upper right corner of the screen.
4. Select "App Trigger Once the form has been submitted" from Flowbot.
5. Set up "Select linked account and action". Change the title of the app trigger as needed and click "Next".
6. Set up the API connection for the app trigger. ・Trigger activation interval: Set an appropriate time according to business needs. ・Form ID: Refer to the note at the bottom of the field and enter the ID of the Google Form created in advance.
7. Conduct a test, confirm success, and click "Save".
Step 3: Set up an action to create an event in Google Calendar
8. Select "Integrate with App Create an Event" from Flowbot.
9. Set up "Select linked account and action". Change the title as needed and click "Next".
10. Set up the API connection. Enter and select each item, referring to the notes at the bottom of each field. If necessary, you can also refer to the output obtained in Step 2 - Procedure 7. ※ The image below is an example of input.
11. Conduct a test, confirm success, and click "Save".
Step 4: Set up an action to notify Slack
12. Select "Integrate with App Notify Slack" from Flowbot.
13. Set up "Select linked account and action". Change the title as needed and click "Next".
14. Set up the API connection. Enter the channel ID and message for the posting destination. ※ If there is an error in setting the channel ID, refer to here. ※ You can also refer to the output obtained in Step 2 - Procedure 7 or Step 3 - Procedure 11. ※ The image below is an example of input.
15. Conduct a test, confirm success, and click "Save". Finally, switch the trigger of the saved flow to "ON" to activate it.
This completes the flow of "When reservation information is submitted via Google Form, reserve it in Google Calendar and notify Slack"!
Other Automation Examples with Google Forms, Google Calendar, and Slack
In addition to the flow introduced this time, you can achieve various business automations by using the APIs of Google Forms, Google Calendar, and Slack. All of these can be used with simple settings, so if you find something interesting, please give it a try!
Automation example using Google Forms
Issue and send a PDF based on the answers in a Google Form
Information entered in a Google Form is quickly and automatically converted to a PDF, increasing the accuracy of the information and reducing the risk of human error.
Generate a PDF based on the responses from Google Forms and send it via Gmail.
■Overview Using the "Generate a PDF based on Google Form responses and send it via Gmail" workflow reduces the time and effort required for document creation. Shorter working hours will lead to increased productivity.
■Recommended for ・Those who collect data using Google Forms ・Those who want to quickly create reports or documents based on collected data ・Those who find manual document creation cumbersome ・Those who use Gmail for communication and information sharing ・Those who want to speed up their work by introducing automated flows ・Those who want to proceed with administrative tasks smoothly
■Notes ・Please link both Google Forms and Gmail with Yoom. ・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. ・Refer to the following for how to obtain response content when using Google Forms as a trigger. https://intercom.help/yoom/en/articles/6807133
■Overview The workflow 'Generate a PDF based on Google Form responses and send it via Outlook' contributes to the efficiency of administrative tasks. It is recommended for those who want to reduce workload and improve productivity.
■Recommended for ・Those conducting surveys or research using Google Forms ・Those who want to quickly organize Google Form responses and save them as PDF documents ・Those who want to swiftly share created PDFs with stakeholders ・Those who use Outlook for business ・Those who want to reduce manual email sending and increase work efficiency ・Those who want to automate the organization and sharing of responses to support quick decision-making
■Notes ・Please link both Google Forms and Outlook with Yoom. ・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. ・Refer to the following for how to obtain response content when using Google Forms as a trigger. https://intercom.help/yoom/en/articles/6807133 ・Microsoft365 (formerly Office365) has a home plan and a general corporate plan (Microsoft365 Business), and if you are not subscribed to the general corporate plan, authentication may fail.
■Overview The workflow 'Generate a PDF based on Google Form responses and notify on Discord' contributes to document creation and rapid information sharing. Work efficiency is improved as the working time is shortened.
■Recommended for ・Those conducting surveys or research using Google Forms ・Those who want to quickly organize and share data obtained from Google Forms ・Those who need to automatically generate PDF documents based on responses and share them with stakeholders ・Those using Discord as a communication tool ・Those who want to quickly share information within a team ・Those who want to improve work efficiency and reduce human errors
■Notes ・Please link Google Forms, Discord, and Yoom. ・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. ・Refer to the following for how to obtain response content when using Google Forms as a trigger. https://intercom.help/yoom/en/articles/6807133
■Overview The 'Create a folder in Box based on a specific post on Slack' flow is a business workflow that automates necessary folder creation through the integration of Slack and Box. With this workflow, when a message containing specific keywords is posted on Slack, a folder will be automatically created on Box, achieving efficient file management.
■Recommended for those who: - Are business users who regularly use Slack and Box and feel challenged by information organization - Are administrators who want to strengthen integration with Slack while using Box for project management and team collaboration - Are IT staff in companies who want to reduce the hassle of manual folder creation and improve business efficiency - Want to automate folder creation and smoothly proceed with document storage
■Notes - Please connect Slack and Box with Yoom, respectively. - The branches are a feature (operation) available on plans higher than the Mini Plan. For the free plan, the operation of the flow bot being set will result in an error, so please be careful. - Paid plans like the Mini Plan can be tested free for two weeks. During the free trial, you can use restricted apps and features (operations). - Triggers can be set to intervals of 5, 10, 15, 30, or 60 minutes. - Please note that the shortest activation interval differs by plan.
■Overview Do you want to manage task requests and important reports from Slack in Trello without missing them? Manually picking out tasks from messages posted in the channel and creating cards is time-consuming and can lead to missed follow-ups. By using this workflow, you can detect Slack messages that contain specific keywords and automatically create cards in Trello, improving task management efficiency and preventing omissions.
■Who we recommend this template for - Project managers who manually copy requests and reports from Slack into Trello - Support representatives who want to manage customer inquiries and bug reports posted in Slack - Team leaders who want to streamline task management within the team and prevent missed responses
■Notes - Connect Yoom with both Slack and Trello. - You can choose the trigger interval from 5, 10, 15, 30, or 60 minutes. - The shortest trigger interval varies by plan.
■Overview The workflow 'Automatically create a GitLab issue when receiving a message containing a specific keyword in Slack' generates issues directly from team communication. This allows important information to be promptly reflected in project management tools, preventing omissions and delays in work. By automatically creating issues from daily chats, it enables efficient task management.
■Recommended for: - Team leaders who use Slack and GitLab daily - Engineers who want to create issues directly from chats and improve task management efficiency - Managers who want to automate project management and prevent work omissions - Those who want to enhance integration between GitLab and Slack to boost team productivity
■Cautions - Please link Yoom with both Slack and GitLab. - Triggers can be set at intervals of 5 minutes, 10 minutes, 15 minutes, 30 minutes, and 60 minutes. - The shortest activation interval varies depending on the plan, so please be aware. - Branching is a feature (operation) available with Mini Plan and above. For Free Plan users, operations set for flow bots will result in errors, so please be aware. - Paid plans like Mini Plan can be trialed for free for two weeks. During the free trial, you can use restricted apps and features (operations).
■Overview The 'Edit Zoom Meeting Information Based on Slack Post Content' workflow streamlines changes to meeting schedules. Tasks are completed solely through chat operations, enhancing convenience.
■Recommended for ・Those who communicate using Slack ・Those who use Zoom meetings but find it cumbersome to change schedules or edit information ・Those who want to quickly reflect Slack post content to maintain meeting information ・Those who want to streamline team schedule management and make effective use of time ・Those who want to integrate multiple tools and build a smooth workflow
■Notes ・Please link both Slack and Zoom with Yoom. ・Triggers can be set to activate at intervals of 5, 10, 15, 30, or 60 minutes. ・Please note that the shortest activation interval varies depending on the plan.
■Overview The flow 'Update Google Calendar events based on Slack posts' is a business workflow that automatically manages schedules from daily communication. It detects important posts and event information on Slack and automatically adds or updates events in Google Calendar based on them. This smooths information sharing within the team and reduces the time and effort required for manual schedule management. In environments where project progress management and meeting schedule adjustments frequently occur, rapid event updates are possible, leading to increased business efficiency.
■Recommended for - Members of teams that use Slack daily and have many important posts - Those who use Google Calendar for schedule management but feel burdened by manual updates - Leaders who frequently need to adjust meeting or project schedules and seek automation - Project managers who want to centralize team communication and schedule management - Those who want to reduce human errors associated with manual event additions
■Notes - Please link both Slack and Google Calendar with Yoom. - Triggers can be set to activate at intervals of 5, 10, 15, 30, or 60 minutes. - Please note that the shortest activation interval varies depending on the plan.
■Overview The 'Update Google Drive file description based on Slack post content' workflow is an automation process aimed at improving team communication and file management efficiency. By automatically reflecting important information and updates shared on Slack in the description field of the corresponding Google Drive files, centralized information management becomes possible. This reduces the need for manual updates and creates an environment where the latest information can always be shared with the entire team.
■Recommended for - Team leaders who use Slack daily and want to improve information sharing efficiency - Project managers who spend a lot of time managing files on Google Drive - Business persons who find manual information updates cumbersome - IT personnel in organizations who want to quickly share the latest information with the entire team - Executives and managers considering automating business processes
■Notes - Please link both Slack and Google Drive with Yoom. - Triggers can be set to activate at intervals of 5, 10, 15, 30, or 60 minutes. - Please note that the shortest activation interval varies depending on the plan.
Register the Due Dates of Registered Tasks in Google Calendar
This is a flow bot that integrates with task management tools to register the due dates of registered tasks in Google Calendar. The automation flow is expected to improve the efficiency of schedule management tasks.
Register the due date of tasks registered in Asana to Google Calendar.
■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 Are you manually copying the meetings and events you manage in Google Calendar into Microsoft Excel? This work is not only time-consuming, but it also tends to cause input errors and omissions. By using this workflow, when a new event is created in Google Calendar, a row will be automatically added to the specified sheet in Microsoft Excel, resolving these issues and enabling accurate record management.
■Who we recommend this template for ・Those who manage Google Calendar events in Microsoft Excel and feel the burden of manual transcription ・Managers who are considering automating data entry to share records of meetings and events with their team ・Those who want to prevent data entry errors and missed updates caused by manual work and improve operational accuracy
■Notes ・You can select the trigger run interval from 5, 10, 15, 30, or 60 minutes. ・Please note that the minimum run interval varies by plan. ・Microsoft 365 (formerly Office 365) has consumer plans and general business plans (Microsoft 365 Business). If you are not subscribed to a business plan, authentication may fail. ・For the settings of the operation that manipulates the Microsoft Excel database, please refer to the following. https://intercom.help/yoom/en/articles/9003081
■Overview The 'When an event is added to Google Calendar, add a record to Notion' workflow is a mechanism to leverage schedule information for work management in Notion. When a new event is added to Google Calendar, its details are automatically reflected in a Notion database. This streamlines the linkage between schedule management and work tasks, making it easier to record activities and track progress. ■Who we recommend this template for ・Those who manage schedules using Google Calendar but find entering them into Notion time-consuming ・Those who want to centrally manage tasks and events in Notion ・Project owners who want to visualize and organize work based on schedules ・Those who want to automatically keep a daily record of events ・Teams that want to manage efficiently while preventing information omissions
■Notes ・Please connect Yoom with both Google Calendar and Notion. ・You can choose the trigger interval at 5, 10, 15, 30, or 60 minutes. ・Please note that the minimum trigger interval varies depending on your plan.
What are the Benefits of Integrating Google Forms, Google Calendar, and Slack?
1. Reduce Manual Tasks
When scheduling meetings, you can create events in Google Calendar based on reservation information submitted through Google Forms and notify the details via Slack. While integration with Google Forms is necessary, automation of workflows can potentially eliminate some processes when checking form responses and setting up events in the calendar. Additionally, the need for manual sharing when notifying stakeholders of the schedule is eliminated, leading to reduced work time and prevention of errors.
2. Facilitate Communication
Through automation, it is possible to automatically create events in Google Calendar based on responses from Google Forms. Information regarding the content and timing of events such as meetings can be extracted from Google Forms, allowing for automatic creation of events in Google Calendar and notifications to all participants. This enables efficient schedule adjustments and leads to smoother communication with team members and business partners exchanging information via Slack.
3. Improve Work Efficiency
By automatically sending Google Calendar events to Slack at pre-set times, it can also be utilized as a schedule reminder function. The risk of forgetting important meetings is reduced, allowing for smooth operations from preparation to the actual event. Since the response content from Google Forms is directly reflected, it may eliminate the need for data entry tasks.
By integrating these tools, you can expect more efficient schedule management and enhanced communication!
Conclusion
This time, we introduced the benefits of integrating Google Forms, Google Calendar, and Slack, as well as the workflows that can be automated. Since it leads to more efficient schedule management and improved communication both internally and externally, be sure to try integrating and automating various workflows!
With Yoom, you can easily build the kind of collaboration described here without programming knowledge.
I have experience in administrative roles in specialized trading companies and the e-commerce industry. My responsibilities have spanned a wide range of areas, including sales administration, accounting, general affairs, human resources, and legal affairs. While I have worked on improving the efficiency of individual tasks, I believe that utilizing various support tools and Yoom could have made operations even more convenient. I hope to leverage my professional experience to publish articles introducing Yoom, assisting everyone in streamlining their operations.
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