[Easy Setup] How to Automatically Update Google Calendar Data

"I forgot to update the schedule again..."
"Isn't there a way to automatically update only the necessary events in Google Calendar?"
When you're busy with daily tasks, updating Google Calendar tends to be put on the back burner, doesn't it?
If you're manually updating meeting dates or registering new events, there's a risk of double booking or registration errors.
What if you could automate these tasks?

For example, it's possible to automatically update Google Calendar based on responses from Google Forms or the content of emails with specific subjects.
This way, you can save the effort of manually reflecting schedules and reduce the risk of human error.
In this article, we will introduce methods to automate Google Calendar updates and automation using chat tools and emails!

For those who want to try it quickly

Yoom offers templates for automating workflows using Google Calendar! If you want to try it right away, click the banner below to get started!

Update Google Calendar events based on responses from Google Forms

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■Overview

The flow "Update Google Calendar events based on Google Form responses" is a business workflow that automatically updates calendar events based on form input.
It reduces the hassle of manual work and streamlines schedule management.
Daily operations proceed smoothly, and the risk of errors is reduced.

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■Recommended for

• Business professionals who want to automate Google Calendar event management and improve work efficiency
• Those who want to simplify event and meeting schedule management and make effective use of time
• Those who want to eliminate the hassle of manually updating calendars
• Team leaders or managers who want to automate daily operations by integrating multiple SaaS applications
• Business owners aiming to standardize business processes and reduce manual errors

‍

■Benefits of using this template

• Improved work efficiency: The calendar is automatically updated through form submissions, reducing the hassle of manual transcription.
• Prevention of human error: Automatic integration prevents input errors from manual work, enabling accurate schedule management.
• Effective use of time: Automation of workflows increases the time available to focus on other important tasks.
  

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Various Ways to Automatically Update Google Calendar Data

There are several ways to automatically update Google Calendar data. We've picked out a few methods for you to check out!

Simply click "Try it out" on the automation example you're interested in and register an account to immediately experience automatic updates for Google Calendar.
Registration takes just 30 seconds, so feel free to give it a try!

Automatically Send and Forward Form Data to Google Calendar

This flow starts with input form apps like Google Forms to automatically update events in Google Calendar.
Since you don't have to manually transfer the information entered in the form to the calendar, it helps prevent those "Oops, I forgot to change the schedule!" kind of mistakes.

Update Google Calendar events based on Jotform responses

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■Overview

The "Update Google Calendar events based on Jotform responses" flow is a business workflow that automatically reflects data collected from Jotform into Google Calendar.
It eliminates the hassle of manual event entry and streamlines schedule management.

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■Recommended for

• Those who want to collect information using Jotform and streamline schedule management
• Administrative staff who want to automate event management in Google Calendar and reduce the hassle of manual entry
• Business owners who want to quickly update schedules based on form responses and smoothly advance business processes

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■Benefits of using this template

• Reduction of manual entry: Jotform responses are automatically reflected in Google Calendar, reducing the hassle of data entry.
• Real-time updates: Form responses are immediately reflected in the calendar, allowing you to always keep track of the latest schedule.
• Error prevention: Automation prevents human errors during manual entry, enabling accurate schedule management.
  

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Update Google Calendar events based on responses from Google Forms

Try it

---

■Overview

The flow "Update Google Calendar events based on Google Form responses" is a business workflow that automatically updates calendar events based on form input.
It reduces the hassle of manual work and streamlines schedule management.
Daily operations proceed smoothly, and the risk of errors is reduced.

‍

■Recommended for

• Business professionals who want to automate Google Calendar event management and improve work efficiency
• Those who want to simplify event and meeting schedule management and make effective use of time
• Those who want to eliminate the hassle of manually updating calendars
• Team leaders or managers who want to automate daily operations by integrating multiple SaaS applications
• Business owners aiming to standardize business processes and reduce manual errors

‍

■Benefits of using this template

• Improved work efficiency: The calendar is automatically updated through form submissions, reducing the hassle of manual transcription.
• Prevention of human error: Automatic integration prevents input errors from manual work, enabling accurate schedule management.
• Effective use of time: Automation of workflows increases the time available to focus on other important tasks.
  

See details Try it

Automatically Send and Forward Schedule Tool Data to Google Calendar 

This is a flow that automatically updates Google Calendar events starting from scheduling management apps like Acuity Scheduling.
It is also possible to set it up starting from information in Google Sheets, which can be useful when you want to take integration with the calendar a step further!

Update Google Calendar events based on Google Sheets information at the specified date and time.

Try it

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■Overview

The flow "Update Google Calendar events based on Google Sheets information at a specified date and time" is a business workflow that streamlines schedule management.
By automatically reflecting the schedule information managed in Google Sheets into Google Calendar at the specified date and time, you can eliminate the need for manual updates.

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■Recommended for

• Those who manage schedules in Google Sheets but find manual updates to Google Calendar cumbersome
• Team leaders who want to keep shared calendars accurate
• Those who want to reduce scheduling errors
• IT personnel who want to promote automation in business operations

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■Benefits of using this template

• Automatic updates to Google Calendar: Automatically updates Google Calendar on a specified schedule based on data from Google Sheets.
• Improved efficiency: Eliminates the need for manual data entry, allowing for more effective use of time.
• Maintaining data consistency: Regular automatic synchronization between Google Sheets and Calendar prevents information discrepancies.
  

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When an appointment is rescheduled in Acuity Scheduling, update the event in Google Calendar.

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■Overview

The flow "Update Google Calendar events when an appointment is rescheduled in Acuity Scheduling" is a business workflow that automatically updates Google Calendar when there is a change in a reservation.
It reduces the hassle of schedule management and ensures that you always maintain the most up-to-date schedule.

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■Recommended for

• Business owners who use Acuity Scheduling and feel that reservation management is cumbersome
• Administrative staff who want to integrate Acuity Scheduling with Google Calendar for centralized schedule management
• Team leaders who want to automate the task of manually updating Google Calendar when reservations change

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■Benefits of using this template

• Improved schedule management efficiency: Reservation changes in Acuity Scheduling are automatically reflected in Google Calendar, eliminating the need for manual updates.
• Prevention of human error: Prevents mistakes due to manual updates, ensuring an always accurate schedule.
• Time-saving: Automation reduces the time required for calendar updates associated with reservation changes.
  

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Automatically Send and Forward Email Content to Google Calendar 

This is a flow that updates Google Calendar events starting from email apps like Gmail.
It's convenient as it saves you the trouble of manually updating Google Calendar when you receive notification emails or coordination messages!

When an email with a specific label is received in Gmail, update the event in Google Calendar.

Try it

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■Overview

The flow "Update Google Calendar events when receiving emails with specific labels in Gmail" is a business workflow that integrates email management and schedule management.
When an email with a specific label is received, Google Calendar events are automatically updated based on its content.
This eliminates the need for manual checks and event entries, achieving efficient schedule management.

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■Recommended for

• Business professionals who frequently use Google Calendar and want to streamline schedule management
• Those who want to automate email management in Gmail and reduce effort
• Team leaders or administrators utilizing multiple SaaS applications
• Corporate personnel looking to reduce repetitive tasks in daily operations and improve productivity
• Project managers seeking quick schedule updates based on email content

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■Benefits of using this template

• Time-saving: Automating the process from email reception to event updates eliminates the need for manual input.
• Accurate schedule management: Automatic processing prevents input errors and omissions, enabling accurate event management.
• Improved operational efficiency: Integration with multiple applications streamlines workflows, enhancing overall productivity.
  

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When you receive an email with a specific subject in Outlook, update the event in Google Calendar.

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■Overview

The flow "Update Google Calendar events when receiving an email with a specific subject in Outlook" is a business workflow that automatically updates the calendar based on the content of the email.
By automatically reflecting the information in Google Calendar when an email matching the conditions is received, it reduces the need for manual input and streamlines schedule management.

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■Recommended for

• Business professionals who use Outlook and Google Calendar regularly
• Those who want to manage schedules automatically based on email content
• Team leaders looking to streamline schedule management and eliminate the hassle of manual input
• Executives aiming to improve productivity through the automation of business workflows
• Those who want to optimize overall operations by integrating with other SaaS applications using Yoom

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■Benefits of using this template

• Reduces the hassle of schedule management through automatic updates to Google Calendar.
• Enables centralized management of information by linking Outlook and Google Calendar.
• Prevents errors from manual input and ensures accurate schedule management.
  

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Let's Create a Flow to Automatically Update Google Calendar Data

Now, let's create a flow to automatically update Google Calendar data!
This time, we will proceed with the setup using Yoom, a no-code platform!
If you don't have a Yoom account yet, please create one using the registration form here.

[What is Yoom]

This time, we will create a flow bot to update Google Calendar events based on Google Form responses!
The creation process is broadly divided into the following steps.

• Integrate Google Forms and Google Calendar with My Apps
• Copy the template
• Set up triggers for Google Forms and actions for Google Calendar
• Turn on the trigger and complete the preparation for flow operation

Update Google Calendar events based on responses from Google Forms

Try it

---

■Overview

The flow "Update Google Calendar events based on Google Form responses" is a business workflow that automatically updates calendar events based on form input.
It reduces the hassle of manual work and streamlines schedule management.
Daily operations proceed smoothly, and the risk of errors is reduced.

‍

■Recommended for

• Business professionals who want to automate Google Calendar event management and improve work efficiency
• Those who want to simplify event and meeting schedule management and make effective use of time
• Those who want to eliminate the hassle of manually updating calendars
• Team leaders or managers who want to automate daily operations by integrating multiple SaaS applications
• Business owners aiming to standardize business processes and reduce manual errors

‍

■Benefits of using this template

• Improved work efficiency: The calendar is automatically updated through form submissions, reducing the hassle of manual transcription.
• Prevention of human error: Automatic integration prevents input errors from manual work, enabling accurate schedule management.
• Effective use of time: Automation of workflows increases the time available to focus on other important tasks.
  

See details Try it

Step 1: Connect My App with Google Calendar and Google Forms

First, log in to your Yoom account.
If you are new to Yoom, please check out Getting Started with Yoom.

1. Click on My Apps, then click on Add.

2. You can search by app name in the input field.

Register Google Calendar in My Apps

Let's register Google Calendar in My Apps!
Enter Google Calendar in the input field, and when the Google Calendar icon appears, click on the Google Calendar icon.

1. The following screen will appear.
Click on "Sign in with Google".

2. Select the account you want to connect.

3. Click "Continue", and you may be asked for additional access.
Review the content, and if there are no issues, complete the setup.

Register Google Forms in My Apps

Search for Google Forms in the same way and click on the icon.

1. The following screen will appear, click on "Sign in with Google".
After this, the process is almost the same as registering Google Calendar in My Apps, so you should be able to proceed smoothly!

Once My App registration is successful, the following screen will be displayed.
Check if the icons for Google Calendar and Google Forms are displayed on the My Apps screen.

Step 2: Copy the Template

Click on "Try it" from the link below.

Update Google Calendar events based on responses from Google Forms

Try it

---

■Overview

The flow "Update Google Calendar events based on Google Form responses" is a business workflow that automatically updates calendar events based on form input.
It reduces the hassle of manual work and streamlines schedule management.
Daily operations proceed smoothly, and the risk of errors is reduced.

‍

■Recommended for

• Business professionals who want to automate Google Calendar event management and improve work efficiency
• Those who want to simplify event and meeting schedule management and make effective use of time
• Those who want to eliminate the hassle of manually updating calendars
• Team leaders or managers who want to automate daily operations by integrating multiple SaaS applications
• Business owners aiming to standardize business processes and reduce manual errors

‍

■Benefits of using this template

• Improved work efficiency: The calendar is automatically updated through form submissions, reducing the hassle of manual transcription.
• Prevention of human error: Automatic integration prevents input errors from manual work, enabling accurate schedule management.
• Effective use of time: Automation of workflows increases the time available to focus on other important tasks.
  

See details Try it

If the following display appears, the template copy was successful.
The copied template will be stored in My Projects.

Step 3: Setting the Trigger to Activate When a Response is Submitted to Google Forms

First, click the icon at the top that says "When a response is submitted to the form".

Set up the account information to link with Google Forms.
Select "When a form response is submitted" as the trigger. Once the setup is complete, click "Next".

Let's configure each item!

• Trigger Interval: You can choose from 5 minutes, 10 minutes, 15 minutes, 30 minutes, or 60 minutes.
  The shortest time you can set depends on the plan you are using, so check this article in advance to be sure.

• Form ID: The red frame in the URL is the Form ID.
  Enter it while checking the annotation below the input field.

For this test, we are using the following form.
Once the setup is complete, click "Test".

If the test is successful, the information obtained from Google Calendar will be displayed as Retrieved value as shown below.
If you are interested in the details of the retrieved value, please check the link below.
About the Retrieved value
Also, for how to add outputs, please refer to this.
After the test is complete, don't forget to click "Save"!

Step 4: Setting to Update Events in Google Calendar

Next, click the icon that says "Search Events".

Set up the account information to link with Google Calendar.
Select "Search Events" as the action.
Once the setup is complete, click "Next".

Let's configure each item.

• Calendar ID: Click the input field to display candidates. Choose from them.

• End Date and Time of the Period to Retrieve, Start Date and Time of the Period to Retrieve: You can set it from the date field or the retrieved value.
  For example, in the following example, the start date and time of the period to retrieve is reserved date, and the end date and time of the period to retrieve is reserved date and reserved end time.

• Search Keywords: You can set keywords such as titles or email addresses.
  You can also use the retrieved value from Google Forms as shown below.
  Once the setup is complete, click "Test"!

If the test is successful, you can obtain information like the following.

The events registered in Google Calendar for this test are as follows.
Once the setup is complete, don't forget to save it.

Finally, click the icon that says "Update Event".

Set up the account information to link with Google Calendar.
Select "Update Event" as the action.
Once the setup is complete, click "Next".

Let's configure each item.

• Calendar ID: Click the input field to display candidates, and choose from them!

• Event ID: Quote the list of event IDs.

• Event Title: Quote the output obtained from Google Forms.

• Event Start Date and Time, Event End Date and Time: Quote the information obtained from Google Forms in the same way as the event title.
  Since it is the event start date and time, quote both "Updated Start Date" and "Updated Start Time".

Once the setup is complete, click "Test".
At that time, it is reassuring to check if the event has been changed in Google Calendar!

If there are no issues, don't forget to save!

Step 5: Testing and Verification

Thank you for your hard work! The setup is now complete.
Once the setup is complete, the following screen will be displayed.
Click "Turn ON Trigger" to activate the flow bot.

This was the method to update Google Calendar events based on responses from Google Forms!

Other Automation Examples Using Google Calendar

Convenient Automation Examples Using Google Calendar

You can create events based on database information and automatically link created events to tables or chat tools.
It can also be used for information sharing and history management within the team!

Create a schedule in Google Calendar based on information from Notion

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■Overview

The workflow "Create events in Google Calendar based on Notion information" automates the task of creating events.
You can create events in Google Calendar with one click, linked with data on Notion.

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■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 integrating multiple tools
• Those who manage schedules using Google Calendar
• Those who find manual event entry cumbersome
• Those who want to facilitate smooth information sharing within a team

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■Benefits of using this template

By integrating Notion with Google Calendar, you can quickly check task and event information.
Using this flow makes task management more efficient and can lead to improved outcomes.

Additionally, the exchange of information between individual systems becomes seamless, making schedule management easier.
Information sharing among members is also promoted, which will enhance overall work efficiency.
This prevents overlooking important tasks and ensures smooth project progress.

See details Try it

When a task is added in Asana, register the task's due date in Google Calendar.

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■Overview

‍This is a flow bot that registers a task's due date as an all-day event in Google Calendar when a task is added to a specific section in Asana.

When a task is added to Asana, it retrieves the assignee information and registers the event in the assignee's Google Calendar.

You can check tasks on Google Calendar without logging into Asana.

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■Notes

・Please connect Yoom with both Google Calendar and Asana.

・Please be aware that the flow bot will encounter an error if the task does not have a due date.

・If a task does not include a due date, it is possible to avoid errors by setting a branch within the flow.

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When an event is created in Google Calendar, automatically post it to WordPress.

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■Overview  
The workflow "Automatically post to WordPress when a Google Calendar event is created" is a business workflow that streamlines schedule management and website updates.
This allows for smoother updates to blogs and event pages, saving time and effort.

■Recommended for

• Bloggers and web managers who want to reflect Google Calendar schedule management on their WordPress site  
• Small business personnel who are spending too much time on manual posting tasks  
• Event organizers who want to automatically publish event information on their site and simplify update tasks  
• Those who want to efficiently manage multiple platforms while maintaining consistency of information  
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■Benefits of using this template

• Save time by automating posting tasks  
• Maintain consistency of information and prevent errors  
• Seamlessly integrate schedule management and site updates  
  

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When an event is created in Google Calendar, notify Slack.

Try it

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■Overview

The "Notify Slack when an event is created in Google Calendar" flow is a business workflow that streamlines schedule management and team communication.

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■Who should use this template

• Teams that use Google Calendar and Slack on a daily basis
• Business professionals who want to automate schedule sharing and notifications
• Managers and team leaders looking to improve information sharing efficiency
• Those who spend time on manual notification tasks

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■Benefits of using this template

• Faster schedule sharing: Events in Google Calendar are automatically notified in Slack, allowing you to smoothly keep up with the latest information.
• Prevention of information sharing omissions: Eliminates the need for manual sharing, preventing information leaks due to human error.
• Improved communication efficiency: Receiving schedule notifications on Slack makes it easier to coordinate with other tasks.
  

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When an event is created in Google Calendar, send a notification to Discord.

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■Overview

The "Notify Discord when an event is created in Google Calendar" workflow is helpful for sharing schedules.
Once an event is created, notifications are automatically sent, making it effective for information sharing among team members.

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■Recommended for

• Those who manage their schedules with Google Calendar
• Those who want to quickly check information on schedule changes or additions
• Those looking to streamline task management and project progress
• Those who use Discord as a communication tool
• Those who want to instantly share Google Calendar schedules with team members
• Those who find manual notification management cumbersome and are considering automation to prevent oversights

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■Benefits of using this template

By integrating Google Calendar with Discord, schedule sharing becomes smoother.
This makes it easier to immediately grasp changes or new events, preventing delays in response.
Due to the integration, notifications are delivered quickly, ensuring more reliable schedule management.
This allows for swift responses to schedule changes and strengthens information sharing among members.
As a result, overall work efficiency improves, enabling smoother project progress.

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Conclusion

Manually updating Google Calendar is not only time-consuming but also prone to missed updates. However, automation seems to be a solution!
In particular, automating the integration between Google Forms and Google Calendar allows you to update Google Calendar based on the schedule information answered in Google Forms, which should reduce update errors.
Additionally, you can update Google Calendar when you receive emails with specific subjects, enabling updates only for necessary schedules.

If you are considering implementing this or want to try it out, please create a free account from here.
Registration takes only 30 seconds, so you can quickly register during your work!

By implementing this automation, schedule updates can be carried out smoothly, potentially preventing double bookings!