How to register a meeting schedule with a customer from Notion to Google Calendar using a Chrome extension and send the meeting URL via Gmail

When contacting customers, you would typically create emails manually, right? Also, if you need to insert some data into the email, you would probably quote it from a database. Additionally, when registering schedules related to business activities such as meetings with customers, it is common to enter them manually into a calendar tool.
Now, what if you could automate this entire process and complete it with just a few clicks?
We introduce automation by integrating Notion, Google Calendar, and Gmail, utilizing a Chrome extension.
Would you like to eliminate the hassle of manual work and significantly improve your work efficiency?

Recommended for

・Companies managing customer data with Notion
・Those managing schedules with Google Calendar
・Those using Gmail for business
・Those who want to automate both sending template emails to customers and registering schedules in Google Calendar

Benefits and Examples of Integrating Notion, Google Calendar, and Gmail

Benefit 1: Reduced Workload

By utilizing a Chrome extension in this integration, you can register meeting schedules with customers in Google Calendar with just a click from a specific page in Notion, and automatically send the meeting URL via Gmail. This can potentially reduce your workload.
For example, when performing this series of tasks, the typical flow would be to first access Notion to check the data, copy the necessary data, attach it to Gmail, add a message, and send it. After that, you would manually register the meeting schedule in Google Calendar.
With app integration, these tasks can be completed with just a click, significantly reducing the time spent on them. Therefore, it is likely that the workload will also be reduced.

Benefit 2: Error Prevention

Since you open a specific page in Notion and use a Chrome extension, it should help prevent transcription errors in the data entered into Gmail and mistakes in creating Google Calendar entries.
For example, Google Calendar and Gmail, which are usually created manually, are automatically created through app integration using a Chrome extension.
Since they are created based on the data from the Notion page where the Chrome extension is activated, the schedule in Google Calendar is registered, and Gmail is sent according to the data recorded in Notion.
Therefore, it should help prevent errors that are common during manual entry.

Benefit 3: Smooth Information Sharing

Since emails to customers and data in Google Calendar that should be shared with members are created smoothly, it may become easier to share information.
For example, have you ever sent an email to a customer but forgot to create the Google Calendar entry, or vice versa?
By performing this integration, the entire flow is executed. This should help avoid situations where you complete one task but miss others.
As a result, you should be able to convey meeting schedules to customers without any issues and smoothly create schedules that need to be shared with members.

Now, let's introduce the flow of integrating apps using Yoom.
First, register with Yoom.
Yoom offers a two-week trial. You can actually operate it and check how it feels to use.

[What is Yoom]

This time, we will perform the automation of "registering meeting schedules with customers from Notion to Google Calendar and sending the meeting URL via Gmail" using the following template.

How to Create a Notion, Google Calendar, and Gmail Integration Flow

The integration flow this time is broadly divided into the following processes.

・Integrate Notion, Google Calendar, and Gmail with My Apps
・Set up to launch the Chrome extension from a Notion page
・Set up to create a schedule in Google Calendar and send a message via Gmail
・Turn on the trigger button and verify the integration operation of Notion, Google Calendar, and Gmail

Step 1: Integrate Notion, Google Calendar, and Gmail with My Apps

After completing the registration with Yoom, please select "My Apps" from the menu on the left.

Next, click the new connection button at the top right.

Integrating Notion with Yoom

1. Prepare Notion
‍In order to integrate Notion with Yoom, you need to prepare Notion at this stage.

The following items need to be set in the database.

・Company Name
・Person in Charge
・Scheduled Start Date for Events/Meetings ※YYYY-MM-DD format
・Scheduled End Date for Events/Meetings ※YYYY-MM-DD format/Not required if the same as the start date
・Start Time ※00:00 format
・End Time ※00:00 format
・Customer's Email Address/This address will receive the Gmail

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2. Search

Search for Notion and click on the Notion icon.

3. Access Request

The access request will be displayed as shown in the image.
Check and click "Select Page".

4. Select Page

The page you created in Notion will be displayed.
Select the page you prepared earlier and press "Allow Access".‍

5. Integration Complete

Return to the Yoom screen, and if the above display appears, the integration is complete.

Integrating Google Calendar with Yoom

1. Search

Click on the Google Calendar icon.

2. Sign In

Click the red frame.

3. Select Account

Select the account to integrate.

Check and agree, then press Next.

4. Integration Complete

The screen will switch, and if the above display appears, the integration is complete.

Integrating Gmail with Yoom

1. Search

Click on the Gmail icon.

2. Sign In

Click the red frame.

3. Select Account

Select the account to integrate.

Check and agree, then press Next.

4. Integration Complete

The screen will switch, and if the above display appears, the integration is complete.

Step 2: Copy the Template

Next, please copy the template to be used this time.

1. Click on "View Details" on the top banner
2. Click on "Try this template" at the bottom of the migrated screen
3. If you haven't registered with Yoom yet, please register

* If you have already registered, the login screen will be displayed, so please log in.

When the Flowbot template is copied to "My Projects", the above display will appear.

You will be redirected to a page like the image, so let's proceed with detailed settings.

Step 3: Setting up to launch the Chrome extension from a Notion page

1. Open My Projects

Open "My Projects" from the menu on the left side of the screen.

2. Open the copied template
‍Click on "【Copy】Register meeting schedule with customer from Notion to Google Calendar and send meeting URL via Gmail".

3. Chrome Extension Trigger

Select "Launch from a specific page" from the Chrome extension icon.‍

4. Install the Chrome Extension

Please proceed with the installation of the Yoom Chrome extension.
For more details, please check How to set up triggers using Chrome extensions.

Once the Chrome extension installation is complete, press Next.

5. Enter a sample URL for the launch page

To launch the Chrome extension from a Notion page, enter the Notion page URL.
For more details, please check How to check sample URLs when using Notion.‍

6. Execute the test

Press the test button, and if "Test Success" is displayed in blue, press Save.

Step 4: Set up to create a schedule in Google Calendar and send a message via Gmail

1. Integrate with the app

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Select "Create Schedule" from the Google Calendar icon.
Proceed to the next step.

2. Set required fields

Set the required fields.

Since we are using a template for the five boxes, they are already set.

Therefore, only enter the calendar ID at the top.

By clicking on the box, the linked email address will be displayed.
Select and insert it.‍

3. Execute the test

Press the test button, and if "Test Success" is displayed in blue, press Save.

Continue to set up sending Gmail.

4. Send an email

Select "Send Email" from the Gmail icon.
Scroll down the screen.

5. Set the content

Since we are using a template for this setting as well, there is no need to enter required fields.

Please note that the "Address" in the image is in a state where the data is replaced, so it differs from the official notation, but in reality, the address stored in Notion will be used. Therefore, there is no need for changes.

The subject and body are the same. If there are any changes, please only modify the text. Click Next.

6. Confirmation and test execution

The details of the created email will be displayed.
After confirming that there are no mistakes, press the test button.
* Please note that the email will actually be sent.

7. Turn on the trigger

When the creation of the Flowbot is complete, the above display will appear. The trigger is initially set to OFF, so turn it ON.

Then open the Notion page and select Yoom from the Chrome extension button in the upper right corner to launch the Flowbot.

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Flowbot template used this time

Register meeting schedule with customer from Notion to Google Calendar and send meeting URL via Gmail

Examples of Other Automations Using Notion, Google Calendar, and Gmail

Yoom offers other examples of automation using Notion, Google Calendar, and Gmail, so here are a few introductions.

1. Retrieve a List of Google Calendar Events and Transfer Them to Google Sheets

You can automatically retrieve all Google Calendar events and transfer them to Google Sheets, making it useful for linking and managing data related to your schedule.

2. Register the due dates of tasks recorded in Notion to Google Calendar

If you are managing tasks with Notion, this template is also recommended. It might allow you to register schedules more efficiently.

3. When an interview appointment is made in Gmail, add the information to Google Sheets and enter the schedule in Google Calendar

If you are accepting interview appointments from Gmail, you can automate the process of retrieving and transferring data, as well as registering it in the calendar.

Summary

By integrating Notion, Google Calendar, and Gmail and utilizing Chrome extensions, you can create schedules in Google Calendar based on Notion page data and also automate Gmail sending.
This series of flows is automated, which can reduce the time spent on tasks and improve work efficiency.
Additionally, simplifying tasks should alleviate work burdens.
Implementing automation can streamline tasks and create a more conducive work environment. Please take this opportunity to try it out.

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