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
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, and even non-engineers can easily achieve it. You can start immediately with the template below, so please give it a try!
Add a Google Calendar event and send an email based on responses from a Google Forms reservation form.
■Overview ・This is a flow that adds an event to Google Calendar and notifies Slack when a response is made to a Google Form. ・You can automate the entire process from adding to the calendar to notification with just the form response.
■Preparation ・You need to register (link) with the apps you will use in advance. The following is a reference guide for linking. * There may not be a detailed guide for apps that can be linked easily. https://intercom.help/yoom/en/collections/3041779 ・To set the end time of Google Calendar, you need to calculate the end time from the start time using a spreadsheet function. * This time, we have included a function to obtain the time 1 hour after the start. Depending on the function settings, you can also set it for 30 minutes or more than 1 hour.
■Here is the actual movement when the flow bot is activated https://youtu.be/M-gZDyO5dp0
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.
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 "+ Add".
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, 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, and click "Continue" to complete the registration in My Apps.
＜For Gmail＞
・Sign in as above, 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.
Add a Google Calendar event and send an email based on responses from a Google Forms reservation form.
■Overview ・This is a flow that adds an event to Google Calendar and notifies Slack when a response is made to a Google Form. ・You can automate the entire process from adding to the calendar to notification with just the form response.
■Preparation ・You need to register (link) with the apps you will use in advance. The following is a reference guide for linking. * There may not be a detailed guide for apps that can be linked easily. https://intercom.help/yoom/en/collections/3041779 ・To set the end time of Google Calendar, you need to calculate the end time from the start time using a spreadsheet function. * This time, we have included a function to obtain the time 1 hour after the start. Depending on the function settings, you can also set it for 30 minutes or more than 1 hour.
■Here is the actual movement when the flow bot is activated https://youtu.be/M-gZDyO5dp0
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.
Add a Google Calendar event and send an email based on responses from a Google Forms reservation form.
■Overview ・This is a flow that adds an event to Google Calendar and notifies Slack when a response is made to a Google Form. ・You can automate the entire process from adding to the calendar to notification with just the form response.
■Preparation ・You need to register (link) with the apps you will use in advance. The following is a reference guide for linking. * There may not be a detailed guide for apps that can be linked easily. https://intercom.help/yoom/en/collections/3041779 ・To set the end time of Google Calendar, you need to calculate the end time from the start time using a spreadsheet function. * This time, we have included a function to obtain the time 1 hour after the start. Depending on the function settings, you can also set it for 30 minutes or more than 1 hour.
■Here is the actual movement when the flow bot is activated https://youtu.be/M-gZDyO5dp0
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.
When reservation information for an interview is submitted via Google Forms, create an event in Google Calendar and send a notification in Google Chat.
This is a flow where when new interview reservation information is submitted to Google Forms, a reservation is created in Google Calendar and a notification is sent to Google Chat.
■Overview Manually transcribing inquiries and task requests received via Google Forms into Trello each time can be time-consuming. Especially when many responses are received, human errors such as input mistakes and transcription omissions are more likely to occur. By using this workflow, as soon as a response is submitted to Google Forms, a card is automatically created in Trello, solving these issues caused by manual work.
■Recommended for ・People responsible for managing tasks in Trello based on information received via Google Forms ・Those who find it time-consuming to manually transcribe requests from the form into Trello ・Those who want to automate the linkage between the form and the task management tool to improve operational efficiency
■Notes ・Please connect Yoom with both Google Forms and Trello. ・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 depending on the plan. ・For how to obtain response contents when using Google Forms as the trigger, please refer to the following: https://intercom.help/yoom/en/articles/6807133
■Overview Isn't it a time-consuming task to check each inquiry or survey response received via Google Forms and share it with the team every time? Manual copying and sharing can also lead to delays in handling and missed information. By using this workflow, when a new response is submitted to Google Forms, its content is automatically notified to Discord, allowing you to smoothly resolve these issues.
■Recommended for ・People who manually share responses received via Google Forms with their team ・Those who use Discord as a primary communication tool and want to improve the efficiency of information sharing ・Those who want to increase the speed of handling inquiries from forms and improve customer satisfaction
■Notes ・Please connect Yoom with both Google Forms and Discord. ・For how to retrieve response content when using Google Forms as a trigger, please see the following: https://intercom.help/yoom/en/articles/6807133 ・You can choose the trigger interval at 5, 10, 15, 30, or 60 minutes. ・Please note that the shortest trigger interval differs depending on your plan.
■Overview Isn't it a hassle to share inquiries or survey responses received via Google Forms with stakeholders each time? Manual sharing can lead to delayed handling or missed information. By leveraging this workflow, as soon as a response is submitted to Google Forms, it can automatically notify the specified Slack channel, enabling fast and reliable information sharing and improving the quality of follow-up.
■Recommended for ・Those who want to quickly share responses received via Google Forms with the team on Slack ・Those who find manual information sharing burdensome and want to prevent missed or delayed notifications ・Team leaders who want to speed up the transition to the next action based on the form response content
■Notes ・Please integrate Yoom with both Google Forms and Slack. ・You can choose a trigger run interval of 5, 10, 15, 30, or 60 minutes. ・The shortest run interval depends on your plan. ・For how to retrieve response contents when using Google Forms as a trigger, please see below. https://intercom.help/yoom/en/articles/6807133
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.
Once the Zoom meeting is over, obtain the recording link and add it to the Google Calendar event.
■Overview The flow to "obtain the recording link after the Zoom meeting ends and append it to the Google Calendar event" is a business workflow that seamlessly manages online meeting records. By automatically obtaining the recording link of meetings held on Zoom and adding it to the related Google Calendar event, follow-ups after meetings can be easily conducted. This reduces the hassle of recording management and allows for smooth information sharing. ■Recommended for ・Business persons who regularly use Zoom and Google Calendar ・Team leaders who find recording management of online meetings cumbersome ・Sales representatives who want to streamline follow-ups after meetings ・Project managers who want to ensure meeting records are shared
■Notes ・Please link Yoom with both Google Calendar and Zoom. ・Please note that there are actions available and not available depending on the Zoom plan. ・Currently, the following actions are only available on Zoom's paid plans. ・When the meeting ends ・Obtain meeting recording information (only recordings existing in the cloud can be obtained) ・For notes on obtaining meeting recording information on Zoom, please refer to the following. https://intercom.help/yoom/en/articles/9550398
■Overview This flow allows you to create a Zoom meeting when an event is created in Google Calendar. This automation reduces the hassle of setting up meetings and allows you to use your time effectively. With Yoom, you can easily connect apps without programming.
■Recommended for ・Business people who frequently use Google Calendar and Zoom ・Those who want to automate schedule management and online meeting setup ・IT personnel in companies looking to improve operational efficiency and reduce manual work ・Leaders who want to reduce the time spent setting up team meetings
■Notes ・You need to connect both Google Calendar and Zoom with Yoom. ・You can select the trigger interval from 5, 10, 15, 30, or 60 minutes. ・Please note that the shortest trigger interval varies depending on the plan.
■Overview The flow "When an event is created in Google Calendar, automatically create a meeting in Zoom and add the meeting URL to the event" is a business workflow to streamline meeting setup. As remote work increases, it is important to quickly and reliably share Zoom meeting information. By utilizing this workflow, a Zoom meeting is automatically created and the participation link is added to the event details just by adding an event to Google Calendar. This eliminates the need for manual setup work and allows for smooth meeting preparation. ■Recommended for ・Business users who frequently use Google Calendar and Zoom meetings ・Team leaders who want to automate repetitive meeting setup tasks to improve work efficiency ・IT personnel of companies who want to smoothly manage meetings in a remote work environment
■Notes ・Please link both Google Calendar and Zoom with Yoom.
■Overview The "Create a schedule in Google Calendar based on Notion information" workflow automates the task of creating schedules. You can create a schedule in Google Calendar with one click, linked to data on Notion.
■Recommended for ・Those who use Notion to organize and manage information ・Those who want to quickly grasp daily schedules ・Those who want to improve work efficiency by linking multiple tools ・Those who manage schedules using Google Calendar ・Those who find manual schedule input cumbersome ・Those who want to smoothly share information within a team
■Notes ・Please link both Notion and Google Calendar with Yoom. ・Please refer to the following for how to set triggers using the Chrome extension. https://intercom.help/yoom/en/articles/8831921
■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.
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.
With Yoom, you can easily build the kind of collaboration described here without programming knowledge.
I have been running a personal blog for over five years. When writing, I prioritize clearly explaining the information that readers want to know. Based on the writing experience I gained from managing my blog, I will clearly introduce the usage and appeal of Yoom, which allows for the automation of complex tasks without coding.
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