How to register a meeting schedule in Google Calendar based on kintone information and send the meeting URL via Outlook

Once a meeting with a client is scheduled, many tasks arise. Registering the schedule and notifying the team, creating the meeting and sending it to the other party—those who have many meetings often find themselves cutting into time for other tasks due to these associated duties. In this article, we introduce a method to streamline post-meeting tasks by integrating kintone, Google Calendar, and Outlook. This automation allows you to register meeting schedules in Google Calendar based on kintone information and send meeting URLs via Outlook, potentially reducing manual work significantly. It's achievable with no code, so feel free to use this as a reference to make your daily tasks smoother.

Recommended for

We highly recommend utilizing the automation introduced here for the following individuals!

Those who regularly use kintone, Google Calendar, and Outlook in their work
Those who want to reduce the time and effort involved in customer service and sales schedule management
Those who want to avoid troubles caused by input errors or miscommunication in meeting settings
Those who want to improve the efficiency of schedule sharing both internally and externally

Benefits and Examples of Integrating kintone, Google Calendar, and Outlook

Benefit 1: Streamlined Schedule Management

Managing meeting schedules manually can lead to confirmation hassles and duplicate registrations due to human error, resulting in decreased work efficiency. By integrating apps and automatically registering schedules in Google Calendar based on kintone information, you can avoid input errors and register schedules and set meetings with accurate information. This helps mitigate the risk of failing to notify members due to missed schedule registrations. Additionally, automatic registration of schedules in the team's shared calendar may allow team members such as sales representatives and customer support staff to check schedules smoothly. Streamlined schedule confirmation can lead to smoother engagement with tasks related to those schedules.

Benefit 2: Improved Customer Response Speed

Managing customer inquiries and business meeting requests in kintone and quickly registering meeting schedules in Google Calendar based on the content can improve customer response speed. For instance, when an important meeting request comes from a client, the responsible person can simply register the information in kintone, and the entire process from schedule registration to meeting URL issuance and sending via Outlook can be completed automatically, enabling swift meeting setup. Furthermore, automation can suppress errors from manual work, allowing for accurate meeting settings. Quick and error-free responses can lead to improved customer satisfaction.

Benefit 3: Reduction of Work Errors and Improvement of Work Accuracy

Manual schedule input is prone to errors, especially forgetting to send meeting URLs or incorrect date and time entries, which can lead to significant troubles. Automating the series of tasks involved in meeting settings can prevent these human errors. With a system where meeting schedules are automatically added to Google Calendar and notifications are sent to necessary parties via Outlook, the risk of forgetting to set important meetings is reduced. For those with a heavy workload, automating meeting setting tasks can be a key to smooth business progression.

Now, let's explain how to use the no-code tool Yoom to register meeting schedules in Google Calendar based on kintone information and send meeting URLs via Outlook.

[What is Yoom]

How to Register Meeting Schedules in Google Calendar Based on kintone Information and Send Meeting URLs via Outlook

You can achieve this by launching a flow from the kintone record detail page using a Chrome extension and adding schedules to Google Calendar based on kintone information using the API provided by Google Calendar. Additionally, by using the API provided by Outlook, you can also notify information such as the Google Meet URL registered in Google Calendar via email. Generally, programming knowledge is required to achieve this, but with the no-code tool Yoom, it can be easily realized without programming knowledge.

The integration flow is broadly created through the following processes.

Register kintone, Google Calendar, and Outlook as my apps
Copy the template
Set the kintone trigger, which serves as the starting point of the flow, and configure the subsequent operations for Google Calendar and Outlook
Turn on the trigger button and verify the integration operation of kintone, Google Calendar, and Outlook

For those not using Yoom, please register for free from here.
If you are already using Yoom, please log in.

Step 1: Integrate kintone, Google Calendar, and Outlook with My Apps

First, register the apps you will be using in My Apps.
By registering them in My Apps beforehand, the flow setup will be smoother.

[Registering kintone in My Apps]

First, access My Menu on the left side of the Yoom screen and click the New Connection button on the right side of the screen.

Next, enter "kintone" in the search box and select "kintone" from the displayed options.
The following screen will appear, so enter the necessary information and click "Add".
※For details on how to register kintone in My Apps, please refer to here.

[Registering Google Calendar in My Apps]

Similarly, enter "Google Calendar" in the search box and select "Google Calendar" from the displayed options.
The following screen will appear, so click "Sign in with Google".

When the account selection screen appears, click on the account you want to link.

After the following screen appears, confirm the selected account, read the precautions, and click "Next".

After confirming the contents, click "Continue" to complete.

[Registering Outlook in My Apps]

Once again, enter "Outlook" in the search box and select "Outlook" from the displayed options.
If you are already logged into Outlook, it will automatically link.
・Microsoft 365 (formerly Office 365) has both a home plan and a general business plan (Microsoft 365 Business), and if you are not subscribed to the general business plan, authentication may fail.

If kintone, Google Calendar, and Outlook are displayed in My Apps, the registration is complete.

Step 2: Set the Trigger for "Launch from Record Detail Page" in kintone

Now, let's proceed with the automation settings!
Click "Try it" on the banner below to copy the flow bot.

When you click, an image like the one below will appear, so press OK.

When the following screen is displayed, let's check the "Title" and "Description".
If changes are necessary, click on the relevant section to make changes.
To set up kintone first, click "Launch from Record Detail Page".

The following screen will be displayed, so let's go through the setup method.
For more details on how to set up Chrome extensions, please see here.

Once clicked, proceed with the following settings.

"Title" → Can be changed as needed
"Account information to link with kintone" → Check if the account is correct
"Trigger Action" → Launch from Record Detail Page

Once the setup is complete, click "Next".

‍

Before the detailed settings of Yoom, let's set up kintone.
This time, we assumed that records would be registered as follows.
The settings are optional, but when registering a schedule in Google Calendar, make sure to include "Scheduled Date", "Start Time", "End Time", "Person in Charge", "Email Address" as they are required.
Also, set the date and time input format as shown in the image.
Once set, open the record detail page from the mark on the left side of the "Record Number".

When you open the record detail page, the following screen will be displayed.
You will need this URL later, so please keep it open.

Let's set up the API connection.
Enter the URL from earlier into the URL sample of the launch page and execute "Test".
If successful, click "Save".

Step 3: Set Actions for Google Calendar "Create Event" and Outlook "Send Email"

Next, let's set up Google Calendar.
When you click "Create Event", the following screen will be displayed, so let's check the settings.

"Title" → Can be changed as needed
"Account information to link with Google Calendar" → Check if the account is correct
"Action" → Create Event

Once the setup is complete, click "Next".

Set the calendar ID to register the event.
Click the input field and select from the suggestions displayed below.

Scroll through the screen and configure the settings for the event to be registered.
The "Event Title" will vary with each flow activation.
Use the output obtained from the trigger action to link the content each time.
For example, the settings in the image below will be displayed as follows.

<span class="mark-yellow">{{Company Name}}{{Person in Charge}}_Meeting→Test Corporation Mr. Ito_Meeting</span>

By combining the output with the directly entered template, you can create an easy-to-understand title.
For more details on output, please see here.

Add the output for the event date and time settings as well.
Once the setup is complete, execute "Test", and if successful, click "Save" to complete.

Let's set up Outlook.

"Title" → Can be changed as needed
"Account information to link with Outlook" → Check if the account is correct

Scroll through the screen and create the content of the email to be sent.

"Recipient" → Enter the output of the recipient's email address
"Subject" → Set as desired

"Body" → Set as desired

Add the output of the issued Google Meet URL to the body.
Additionally, by adding the event date and time as output, you can create a more detailed guide.

Once the setup is complete, click "Next".

Check how the content of the email to be sent will be displayed, and execute "Test".
If successful, click "Save" to complete.

Step 4: Verify the Automation of kintone, Google Calendar, and Outlook

Finally, click "Turn on Trigger" to complete the automation setup.
Make sure the flow bot is activated correctly.

Thank you for setting up!

Other Automation Examples Using Google Calendar

There are many other examples of automation using Google Calendar on Yoom, so here are a few to introduce.

1. Create an event in the linked Google Calendar when a comment is added to a kintone record

The first example is a flow bot that adds an event to Google Calendar when a comment is added to a kintone record. It seems convenient that the flow is triggered by adding a comment.

2. Sync Outlook Calendar Events with Google Calendar

Next, we introduce a flow bot that synchronizes the contents of your Outlook calendar with your Google Calendar. This will help prevent scheduling conflicts for those who register events on both calendars.

3. Notify Slack of Google Calendar Events Every Morning

The last one to introduce is a flow bot that notifies you of your Google Calendar events every morning. By using this flow, you can save the trouble of checking your schedule before starting work.

Summary

By integrating kintone, Google Calendar, and Outlook, you can reduce manual tasks. This automation, achievable without coding, will streamline the process of creating meetings and improve efficiency and accuracy in customer interactions. By shortening the time spent on meeting setup, you can allocate more time to meeting preparation. It also leads to quicker customer responses. As a result, you can conduct more fulfilling meetings and negotiations, potentially enhancing customer satisfaction.

Why not try using Yoom to experience firsthand how much more efficient your current tasks can become?