How to add an event to Google Calendar and send an email based on responses from a Google Forms reservation form

・Click "Try this template" to complete the copy.

Step 2: Setting up the Triggering Google Form

Set up the trigger action that initiates the flow.
This flow is triggered when a response is submitted to the Google Form.

1. Select "My Projects" in the Yoom management screen and click "【Copy】Add Google Calendar event based on Google Form reservation form response and send email".
※You can change the template title on the next screen.

2. Click "App Trigger When a response is submitted to the form".

3. Verify the account linked with Google Form and click "Next".
※Other items are set by default.

4. Set the trigger activation interval and form ID, then click "Test".
※Trigger activation intervals of 5 minutes, 10 minutes, 15 minutes, 30 minutes, and 60 minutes are available, and the selectable time varies depending on the plan.
※The flow bot is activated once per selected interval when the trigger action is confirmed and executed. A short interval setting is generally recommended.

5. If the test is successful, the information obtained from the Google Form will be displayed in the output.
Add meeting-related content from "+Add value to obtain" in the output and save.
※By default, the obtainable outputs (values) are limited to "Response ID", "Last response date", and "Response creation date". To obtain response content, you need to add outputs using JSONPATH. The method for adding is explained on this help page.
※The meeting date must be in the format "2021-12-12" and the time in the format "13:00".

Step 3: Setting up Registration in Google Calendar

Next, set up registration in Google Calendar based on the responses submitted to the Google Form.
※Since Google Calendar requires setting an end time for meetings, if only the start time is obtained from the Google Form, you need to calculate and obtain the end time 30 minutes or 1 hour later via Google Sheets.
※In this case, a Google Sheet is created with the function set as follows to obtain the time 1 hour after the start. Depending on the function settings, it is also possible to set 30 minutes or more than 1 hour.

1. Click "Enter value in cell to link with app".

2. Verify the account linked with Google Sheets and click "Next".
※Other items are set by default.

3. Specify the cell to input the start time of the meeting responded in the form and conduct a test.
※Select the spreadsheet ID and sheet name from the "Candidates" displayed when clicking the frame. (Select the Google Sheet that calculates the meeting end time)
※Specify the cell to input the meeting start time.
※Set the value to the item obtained from the Google Form output (in the following, the meeting start time). (Values are displayed in double brackets)

4. Save if the test is successful.

5. Click "Get value to link with app".

6. Verify the account linked with Google Sheets and click "Next".
※Other items are set by default.

7. Set up to obtain the information of the cell where the meeting end time is input using a function and conduct a test.
※Select the spreadsheet ID and sheet name from the "Candidates" displayed when clicking the frame. (Select the Google Sheet that calculates the meeting end time)
※Specify the cell where the meeting end time is input.
※Set the direction to column.

8. Save if the test is successful.

9. Click "Create schedule to link with app".

10. Verify the account linked with Google Calendar and click "Next".
※Other items are set by default.

11. Set each item to register the schedule in Google Calendar.
※The calendar ID can be selected from the "Candidates" displayed when clicking the frame.
※Information about the meeting schedule can be selected from the output displayed when clicking the frame, such as "When a response is submitted to the form" or "Get value". This allows dynamic reflection of values that change for each form.

12. If the test is successful, the schedule will be registered in Google Calendar.
Save if there are no issues.

Step 4: Setting up Gmail Sending

Finally, set up to communicate details via Gmail.

1. Click "Send email Send email".

2. Verify the account linked with Gmail.
※Other items are set by default.

3. Set up the message to be sent and proceed to the next step.
※Select the recipient from the output displayed when clicking the frame, such as "When a response is submitted to the form".
※You can directly input a template in the body. You can also dynamically reflect values that change for each customer by selecting values from the output displayed when clicking the frame.

4. Conduct a test, and if successful, the message will be sent to the displayed recipient.
Save if there are no issues.

5. When the trigger is turned ON, the schedule will be automatically registered in Google Calendar and an email will be sent to the customer when a response is submitted to the Google Form.

If you have any questions about the introduced flow, please check this help page.

Other Automation Examples Using Google Calendar and Google Forms

In addition to the integrations introduced today, various automations can be achieved by utilizing the APIs of Google Calendar and Google Forms.

If you find something interesting, please give it a try!

‍Automation Examples Integrating Google Calendar and Google Forms

It is also possible to add an event to Google Calendar when a response is received to a Google Form.
You can also notify the chat tool when a response to a Google Form is registered in Google Calendar.

Examples of Automation Using Google Forms

Register the content submitted in Google Forms in a task tool

Automatically register the content submitted in Google Forms as a task in Trello, Asana, etc.

Notify a chat tool when a response is submitted on Google Forms

Automatically notify Slack, Discord, etc. when a response is submitted on Google Forms.

Examples of Automation Using Google Calendar

Link Google Calendar with Zoom

When an event is created in Google Calendar, you can automatically create a meeting in Zoom and automatically add the created link to Google Calendar.You can also automatically add a link to a completed meeting to Google Calendar.

When an event is added to the database, register it in Google Calendar

When an event is added to Google Spreadsheet, Notion, etc., it will be automatically registered in Google Calendar.

Examples of Automation Using Gmail

Send canned emails in Gmail from the lead detail page

Send canned emails from your customer management pages, such as Salesforce or HubSpot.

Save files received via Gmail to cloud storage

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

Benefits and Examples of Integrating Google Forms and Google Calendar

Benefit 1: Improved Business Efficiency by Reducing Manual Work

Checking meeting reservations answered in Google Forms and manually registering them in Google Calendar and sending emails is cumbersome. By integrating tools, you can automate all these manual processes. For example, if a team is short-staffed, introducing this automation can allow personnel to allocate more time to other important tasks. As a result, an improvement in business efficiency can be expected.

Benefit 2: Faster Customer Response

If the person in charge is slow to check responses in Google Forms, it may not be possible to set up meetings in time. However, by integrating tools, if you can automatically send a reservation confirmation email to the customer, quick customer response will be possible. For instance, even if the person in charge is too busy to check Google Forms, introducing this automation can ensure smooth customer service. As a result, the burden of confirmation on the person in charge can also be reduced.

Benefit 3: Reduction of Human Errors

Manually registering appointments in Google Calendar and sending emails can lead to human errors such as incorrect registration, missed registrations, or sending the wrong schedule to other customers. These human errors can be prevented through automation. For example, if multiple meeting reservations are made simultaneously, you might make mistakes in a hurry to register them. By preventing such human errors through automation, the burden of schedule management can also be reduced.

Summary

By integrating Google Forms, Google Calendar, and Gmail, you can automate reservation management.
This significantly reduces manual work and prevents human errors, enabling prompt customer service.
Additionally, by reducing the burden of schedule management, it is expected to improve the work efficiency of both staff and managers.
The integration of Google Forms, Google Calendar, and Gmail can be achieved without coding by using Yoom.
By following the steps in this article, you can easily implement it, so please give it a try.