Have you ever thought about streamlining the process of manually registering appointments in Google Calendar and sending emails via Gmail after accepting bookings through Google Forms? Not only is this manual work inefficient, but it also poses a risk of human error, which can delay customer service. However, by integrating tools, you can automate the process of scheduling and sending emails. This article introduces a no-code method to integrate Google Forms, Google Calendar, and Gmail, which can serve as a reference when aiming to improve business efficiency.
Recommended for:
- Companies using Google Forms, Google Calendar, and Gmail
- Those using Google Forms, Google Calendar, and Gmail but facing challenges with manual input
- Those aiming to speed up customer service by integrating Google Forms, Google Calendar, and Gmail
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.
Now, let's introduce how to "add a schedule to Google Calendar based on responses from Google Forms and send an email" using the no-code tool Yoom.
[What is Yoom]
How to Add a Schedule to Google Calendar Based on Google Forms Responses and Send an Email
This method can be realized by receiving responses from Google Forms using the Google Forms API and adding them to Google Calendar using the API provided by Google Calendar. Additionally, by using the API provided by Gmail, you can also notify by email with the response information from Google Forms and the registration information from Google Calendar. Generally, programming knowledge is required to achieve this, but with the no-code tool Yoom, it can be easily realized without programming knowledge.
We will create this in the following major processes:
- Register Google Forms, Google Sheets, Google Calendar, and Gmail as My Apps
- Copy the template
- Set the trigger for Google Forms, which will be the starting point of the flow, followed by the settings for Google Sheets, Google Calendar, and Gmail
- Turn on the trigger button and check the integration operation
If you are not using Yoom, please register for free from here. If you are already using Yoom, please log in.
Step 1: Integrate Google Forms, Google Sheets, Google Calendar, and Gmail with My Apps
First, register Google Forms, Google Sheets, Google Calendar, and Gmail with Yoom by adding them to My Apps.
1. Select "My Apps" on the left side of the Yoom management screen and click "+ New Connection".
2. On the following screen, search for Google Forms, Google Sheets, Google Calendar, and Gmail respectively and proceed to the next screen.
＜For Google Forms＞
・Sign in as above, check the box on the screen below, and click "Continue" to complete the registration in My Apps.
＜For Google Sheets＞
・Sign in as above and click "Continue" on the screen below to complete the registration in My Apps.
＜For Google Calendar＞
・Log in on the screen above, check the box on the screen below, and click "Continue" to complete the registration in My Apps.
＜For Gmail＞
・Sign in as above, check the box on the screen below, and click "Continue" to complete the registration in My Apps.
3. Copy the Template
Next, copy the template for integrating Google Forms, Google Sheets, Google Calendar, and Gmail.
・Open the link below.
・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 Forms
There are many other examples of automation using Google Forms on Yoom, so here are a few introductions.
1. Notify Google Chat When There Is a Response to a Google Form
Even if a response is submitted to a Google Form, there may be a time lag in email confirmation. By using this integration, you can notify Google Chat of responses, enabling prompt action.
2. Move file data submitted via Google Forms to a specified folder in Google Drive
When using Google Forms for file submissions, there is a possibility of human error in downloading and saving files to a folder. By using this integration, you can automatically save submitted files to a folder, preventing any forgetfulness in saving files.
3. When there is an inquiry through Google Forms, create a response with Dify and notify Google Chat
Manually creating responses to inquiries received through Google Forms can be a significant burden for the person in charge. With this integration, Dify automatically creates a response and notifies the person in charge via Google Chat, greatly improving work efficiency.
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.
The person who wrote this article
s.nakazawa
I've been running a personal blog for over 5 years.
When writing, it is important to explain the information readers want to know in an easy-to-understand manner.
Based on the writing experience I learned in managing a blog, I will introduce how to use and appeal of Yoom, which can automate complex tasks without code, in an easy-to-understand manner.
Conventional RPA can only automate simple repetitive tasks, and the setup process was very complicated. With “hyperautomation,” which combines various technologies such as AI, API, RPA, and OCR, it is possible to automate many tasks that could not be realized until now more easily than before.
Most tools simply connect one app to another, leaving the complex tasks to you. Yoom goes much further: From document creation and browser automation to OCR and generative AI, Yoom handles it all seamlessly in one platform.
Why settle for basic integrations? Streamline your entire workflow with Yoom’s powerful hyperautomation.
.avif)
.avif)
