"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!
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Update Google Calendar events based on responses from Google Forms
■Overview The "Update Google Calendar events based on Google Form responses" flow 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 people 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 the calendar ・Team leaders or managers who want to automate daily operations by integrating multiple SaaS applications ・Business owners aiming to standardize business processes and reduce errors caused by manual work
■Notes ・Please link both Google Forms and Google Calendar 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. ・For information on how to obtain response content when using Google Forms as a trigger, please refer to the following. https://intercom.help/yoom/en/articles/6807133
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
■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.
■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 events based on form responses and smoothly advance business processes
■Notes ・Please integrate Yoom with both Jotform and Google Calendar. ・Refer to the following for Jotform's Webhook settings. https://intercom.help/yoom/en/articles/8105581
■Overview The "Update Google Calendar events based on Google Form responses" flow 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 people 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 the calendar ・Team leaders or managers who want to automate daily operations by integrating multiple SaaS applications ・Business owners aiming to standardize business processes and reduce errors caused by manual work
■Notes ・Please link both Google Forms and Google Calendar 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. ・For information on how to obtain response content when using Google Forms as a trigger, please refer to the following. https://intercom.help/yoom/en/articles/6807133
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.
■Overview The "Update Google Calendar events based on Google Sheets information at a specified date and time" flow is a business workflow that streamlines schedule management. By automatically reflecting the schedule information managed in Google Sheets to Google Calendar at the specified date and time, you can eliminate the need for manual updates.
■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 business automation
■Notes ・Please link both Google Sheets and Google Calendar with Yoom. ・Operations between "repeating the same process" are only available in the Team Plan and Success Plan. In the case of the Free Plan and Mini Plan, the operations and data connections of the flow bot you have set will result in an error, so please be careful. ・Paid plans such as the Team Plan and Success Plan offer a 2-week free trial. During the free trial, you can use restricted apps and features (operations).
■Overview When an appointment is rescheduled in Acuity Scheduling, manually updating Google Calendar is time-consuming and can lead to missed updates or double bookings. By using this workflow, when an appointment is rescheduled in Acuity Scheduling, the related Google Calendar event is automatically updated. This eliminates the need for manual updates and errors, ensuring accurate schedule management at all times.
■Recommended for ・Those who use both Acuity Scheduling and Google Calendar for scheduling ・Those who frequently reschedule appointments and find manual calendar updates cumbersome ・Those who want to automate manual scheduling tasks and focus on core business activities
■Notes ・Please integrate both Acuity Scheduling and Google Calendar with Yoom. ・Refer to the following for setting up Acuity Scheduling's Webhook. In this flow, set the trigger Webhook URL in the "Appointment Rescheduled" field. https://developers.acuityscheduling.com/docs/webhooks#static-webhooks
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.
■Overview The "When an email with a specific label is received in Gmail, update Google Calendar events" flow is a business workflow that links email management with schedule management. When an email with the specified label is received, it automatically updates Google Calendar events based on its content. It eliminates manual checks and event entry, enabling efficient schedule management.
■Recommended for ・Business people 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 who leverage multiple SaaS apps ・Company staff who want to reduce repetitive tasks in daily operations and improve productivity ・Project managers who need quick schedule updates based on email content
■Notes ・Please connect both Gmail and Google Calendar with Yoom. ・You can select the trigger run interval from 5, 10, 15, 30, or 60 minutes. ・Note that the minimum run interval varies by plan.
■Overview The flow "Update Google Calendar event 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 manual input work and streamlines schedule management.
■Recommended for ・Business people who use Outlook and Google Calendar on a daily basis ・Those who want to automatically manage schedules based on email content ・Team leaders who want 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 the entire business by utilizing Yoom and integrating with other SaaS applications
■Notes ・Please link both Outlook and Google Calendar with Yoom. ・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. ・The trigger can be set to activate at intervals of 5 minutes, 10 minutes, 15 minutes, 30 minutes, or 60 minutes. ・Please note that the shortest activation interval varies depending on the plan.
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
■Overview The "Update Google Calendar events based on Google Form responses" flow 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 people 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 the calendar ・Team leaders or managers who want to automate daily operations by integrating multiple SaaS applications ・Business owners aiming to standardize business processes and reduce errors caused by manual work
■Notes ・Please link both Google Forms and Google Calendar 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. ・For information on how to obtain response content when using Google Forms as a trigger, please refer to the following. https://intercom.help/yoom/en/articles/6807133
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
■Overview The "Update Google Calendar events based on Google Form responses" flow 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 people 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 the calendar ・Team leaders or managers who want to automate daily operations by integrating multiple SaaS applications ・Business owners aiming to standardize business processes and reduce errors caused by manual work
■Notes ・Please link both Google Forms and Google Calendar 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. ・For information on how to obtain response content when using Google Forms as a trigger, please refer to the following. https://intercom.help/yoom/en/articles/6807133
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
■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 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 smooth updates of blog and event pages, saving time and effort.
■Recommended for ・Bloggers and web managers who want to reflect schedule management from Google Calendar on a WordPress site ・SME employees spending time on manual posting tasks ・Event organizers who want to automatically publish event information on the site and simplify updating tasks ・Those who want to efficiently operate multiple platforms while maintaining information consistency
■Notes ・Please link each of Google Calendar and WordPress with Yoom.
■Overview The "Notify Slack when an event is created in Google Calendar" flow is a business workflow that streamlines schedule management and team communication.
■Recommended for ・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 who want to improve the efficiency of information sharing ・Anyone spending time on manual notification tasks
■Notes ・Please connect Yoom with both Google Calendar and Slack. ・You can choose a trigger interval of 5, 10, 15, 30, or 60 minutes. ・Please note that the minimum trigger interval varies by plan.
■Overview The "Notify Discord when an event is created in Google Calendar" workflow helps with sharing events. Because a notification is sent automatically when an event is created, it is effective for information sharing across the team.
■Who we recommend this template for ・People who manage events in Google Calendar ・People who want to quickly check information about schedule changes and added events ・People who want to streamline task management and project progress ・People who use Discord as a communication tool ・People who want to immediately share Google Calendar schedules with team members ・People who find manual notification management cumbersome and are considering automation to prevent oversights
■Notes ・Please connect both Google Calendar and Discord with Yoom. ・You can choose the trigger interval from 5, 10, 15, 30, or 60 minutes. ・The minimum trigger interval varies depending on the plan, so please note.
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!
With Yoom, you can easily build the kind of collaboration described here without programming knowledge.
In today's era where the number of tools is constantly increasing, it can often be confusing to decide which ones to use. We aim to provide clear and useful information to make your work a little easier!
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