How to schedule a meeting with a customer in Google Calendar based on information from Notion and send the meeting URL via Outlook

Step 1: Register Notion, Google Calendar, and Outlook in My Apps

First, register Notion, Google Calendar, and Outlook in My Apps to link them with Yoom.

1. Select "My Apps" on the left side of the Yoom management screen and click "+ New Connection".

2. On the following screen, search for Notion, Google Calendar, and Outlook respectively and proceed to the next screen.

For Notion

・Click "Select Page" on the above screen.
Then, check the checkbox of the database you want to link on the following screen and click "Allow Access" to complete the registration in My Apps.

For Google Calendar

・Log in to your account on the above screen.
Then, select the checkbox on the following screen and click "Continue" to complete the registration in My Apps.

For Outlook
※Microsoft365 (formerly Office365) has a home plan and a general business plan (Microsoft365 Business), and if you are not subscribed to the general business plan, authentication may fail.

・Sign in to complete the registration in My Apps.

3. Copy the template

・Open the link below.

・Click "Try this template" to complete the copy.

Step 2: Set up the Chrome Extension and Notion as Triggers

Set up the trigger action that starts the flow.
This flow uses a Chrome extension and is manually initiated from Notion.

1. Select "My Projects" in the Yoom management screen and click "Register meeting schedule with customers from Notion to Google Calendar and send meeting URL via Outlook".
*The template title can be changed on the next screen.

2. Click "Install Extension".
*For more information on Chrome extensions, please check here.

3. Click "Add to Chrome".

4. Click "Add Extension" to complete the extension setup.

5. Click "Chrome Extension Trigger Start from a Specific Page".

6. Confirm the account linked with Notion and click "Next".
*Other items are set by default.

7. Enter a sample URL of the launch page and click "Test".
*The method to obtain a sample URL of the launch page is explained on the help page here.

8. If the test is successful, information retrieved from Notion will be displayed in the output.
Information not displayed in the output can be retrieved by clicking "+Add value to retrieve".
If there are no issues, save.
*For how to add items to the output, please refer to the help page here.
*This flow assumes that "Meeting Start Date", "Meeting End Date", "Meeting Start Time", and "Meeting End Time" necessary for registering and creating meetings are registered in Notion. Therefore, these four items need to be retrieved in the output here.
*Please format the meeting date as "2021-01-01" and the time as "12:30".

Step 3: Set up to Register Schedule and Create Meetings in Google Calendar

1. Click "Create Schedule with App Integration".

2. Confirm the account linked with Google Calendar and click "Next".
*Other items are set by default.

3. Set the items to be registered in Google Calendar.
*The calendar ID can be selected from "Candidates" displayed by clicking the frame.
*Each item can be entered directly. To reflect items obtained from Notion, select from "Start from a specific page" in the output displayed by clicking the frame. This allows dynamic reflection of values that change for each customer.

4. Set all the items above and conduct a test.
If successful, save.
*If the test is successful, a schedule will be created in Google Calendar.

Step 4: Set up to Send Emails from Outlook

Finally, set up to send emails to customers via Outlook based on the meeting information entered in Notion and the meeting ID created in Google Calendar.

1. Click "Send Email Send Email".

2. Confirm the account linked with Outlook.
*Other items are set by default.

3. Set the message to be sent via Outlook.
*Each item can be entered directly. To reflect information from Notion or Google Calendar, select from "Start from a specific page" or "Create Schedule" in the output displayed by clicking the frame. This allows dynamic reflection of values that change for each customer.

4. After setting the content to be sent, proceed to the next page and conduct a test.
If successful, save.
*If the test is successful, an email will be sent to the address entered in the recipient field.

5. Turn on the trigger to activate this flow.

6. To start the flow, open the page of the customer for whom you have set the meeting schedule in Notion.
Then click the "Extension Mark" in the upper right corner and select "yoom".

7. The created flow will be displayed, so click "Start".

8. Click "Start" to register the meeting schedule with the customer in Google Calendar based on the information from Notion, and the meeting URL will be sent via Outlook.

If you have any questions about the introduced flow, please check the help page here.

Other Automation Examples Using Notion, Google Calendar, and Outlook

There are many other examples of automation using Notion, Google Calendar, and Outlook on Yoom, so here are a few introductions.

1. Register Tasks Recorded in Notion to Google Calendar

You can reduce the process of manually registering the deadlines of tasks added to Notion into Google Calendar.
This integration is expected to prevent omissions in task deadline registrations.

2. Automatically send emails with Outlook using Notion database information

By using a Chrome extension, you can send emails to customers from Notion.
This integration can improve the efficiency of test marketing, such as when you want to send campaign emails to specific customers.

3. Send an email to Outlook when a page is created in Notion

Manually notifying every time a page is created in Notion is cumbersome and poses a risk of missing reports.
By using this integration, you can reduce the burden on the creator and ensure that emails are reliably sent to the administrator.

Summary

By integrating Notion, Google Calendar, and Outlook, you can automate the process of scheduling and sending emails.
Additionally, since the person in charge only needs to register meeting information in Notion and launch the flow from the Chrome extension, it is expected to reduce human errors and speed up communication with customers.
The integration of Notion, Google Calendar, and Outlook can be easily achieved without code using Yoom.
Use this article as a reference to improve your work efficiency.