Introduction

In this article, you will learn about how can you automate Google Calendar tasks with Foresight? The Google calendar is an essential tool for managing schedules and resources in both personal and professional life. As a business owner, you can schedule meetings, events, appointments, and whatnot with a calendar. On the other hand, for schools, the calendar becomes helpful for scheduling exams, exam results, meetings, sports events, etc. However, when you proceed with these tasks manually, they become tedious and time-consuming. That’s why you should integrate Google Calendar automation to manage your calendar-related tasks. By using automation, you can also arrange your resources like buildings, rooms, etc. 

Automating Google Calendar with Foresight

The automated solutions of Foresight upgrade organizational workflows and improve productivity. Its main aim is to streamline Google Workspace workflows and empower people to manage related tasks efficiently. Also, it offers no-code automation so that every user, including non-coders, can use this platform.

Now, Foresight has several use cases, such as – Google Workspace user management, Chrome devices management, Calendar management, reporting, and more. Here, you will learn about the use cases for Google Calendar automation -

Google Calendar Automation use cases for the users

  • Google Calendar Daily/ Weekly Agenda to Your Inbox

Google Calendar offers a feature for sending daily agendas to your email inbox. Foresight automates this action and provides the opportunity to send weekly agendas to your inbox. So, let’s see how you can perform these tasks in your Google Workspace. 

For the daily agenda, the workflow will be like this –

  1. First, create a new rule by clicking the + icon and selecting the Recurring times trigger.
  2. Then, you need to edit this trigger. So, you have to enter data into the fields like – Start time, Repeat every, and the Ends field. Here, you must select Repeat every as 1 day.
  3. Next, select the Get calendar agenda action. For this action, you need to edit the fields – How many days, Include days of week, and the Calendars.
  4. After that, click on Add Next Action and select the Email action.
  5. Then, create your email and enter valid inputs in the To and Subject fields. Finally, type the email body. Here, you must include the Calendar Agenda variable.  

Note: Verify the rule from your email inbox.

Also, learn the steps for the weekly agenda. The steps are the same as the daily agenda. You should be aware of the recurring times trigger when editing. Here, you should enter 1 week in the Repeat every field. 

  • Auto Accept Invites in Google Calendar

As a working person, you need to accept or decline the Calendar event invitation several times. But it’s a time-consuming and frustrating task. Thus, Foresight introduces the feature to automate accepting and declining Calendar invitations and forwarding a response to the sender. As a result, Google Calendar automatically accepts or declines invitations. 

Follow these steps to accept all calendar invites automatically –

  1. After clicking the New Rule button, select the New calendar event trigger. 
  2. Then, edit your trigger. Here, you need to select Primary calendar in the Calendar field.
  3. After that, select the Respond to event action.
  4. Now, edit this action. So, enter the valid inputs in the Calendar, Event, and the Going field. 
  5. Then, complete your rule with Review and Create. When your colleagues send a Calendar invitation your system will automatically accept them.

The steps for accepting or declining the invitations from the specific senders are almost the same. But in this case, you need to select an If action after the New calendar event. Then, complete the rest of the steps. 

  • Auto Decline Conflicting Invitation in Google Calendar

In case you receive multiple invitations for the same time slot, the chances of confusion arise. Now, Foresight’s automation eliminates these conflicts and keeps you stress-free. So, let’s see how it became possible with the help of Foresight – 

  1. Start your journey by clicking the + icon. Then, select the New calendar event trigger.
  2. Edit the trigger by selecting Primary Calendar in the Calendars field. Additionally, you should keep the Also include events I created checkbox unchecked and leave the Also include events I was not invited. 
  3. Next, select the Check event conflict action.
  4. Now, enter the Calendar Id variable in the Calendar and Calendar Event Id variable in the Event field. Also, select the calendars in the Conflict calendars field, which will collide with the new invitation.
  5. After that, click Add Next Action and select the If action.
  6. Then, rename Branch 1 to Event conflicts and set the condition Has event conflict is true. Then, rename the Fallback branch as Event does not conflict. 
  7. Again click Add Next Action and select the Respond to event action. 

Now, complete the rule by following these steps. 

  • Bulk create calendar events and save time

By utilizing this use case, you can create multiple events in multiple calendars simultaneously. So, let’s check how this time-saving formula boosts productivity – 

  1. First, you need to create a CSV, which will contain data from specific users’ calendars and events. 
  2. Then go to the Rules page and start creating the rule.
  3. Next, select the Data uploaded trigger and upload the CSV file. 
  4. Then, select the Create calendar event action. 
  5. After that, you have to select the variables in the required fields to complete the rule. See the list of the variables from here. 
  6. Finally, you can verify the result from the Logs page. Also, you can check the results from Google Calendars of each user. 

Note: In some fields, you don’t find any dropdown. So, you need to type ‘((‘ to get the dropdown. If you find a variable is already added then remove it and place the required variable. In some cases, you have to click the variable icon from the right side of the field to select a variable.

  • Automate adding Guests to Google Calendar Events

When you create an event, you need to add several guests. But it becomes a hectic task to add guests for each event. Hence, Foresight automates this task and frees up your time. 

  1. Sign in to Foresight and click the + icon. 
  2. Select the New calendar event trigger. 
  3. Edit the trigger by selecting a calendar from the Calendars field. 
  4. Then, select the Add event attendee action. 
  5. Then, edit this action by inputting the values in the Calendar, Event, and the Guest email field. Here, you have to enter the email address of the guest whom you want to invite, in the Guest email field. 
  6. Next, click Add Next Action and select the same action - Add event attendee.
  7. Again, edit the same fields mentioned in step 5. But you need to enter the email address of the room you want to book for the events, in the Guest email field. 
  8. Now, complete your rule and test it according to the given instructions. 
  • Google Calendar automation use cases for the Admins

The following use cases are not for Google Workspace users. Only Google Admin can perform these tasks.

How do you bulk Add Calendar resources in Google Workspace?

Resources like rooms, projectors, sound equipment, and printers are the essential objects of an event. Google Admin console has the feature to manually add resources for the Calendar events. With Foresight, you can automate the process and get your resources arranged easily. So, let’s have a look at the procedure–

  1. For this rule creation, you need to create a CSV template. It will include details like – Calendar Resource Name, Category, Type, Internal Description, Building Id, User Visible description, etc.
  2. Then, navigate to the Rule page and start your rule creation. 
  3. Now, select the Data uploaded trigger and upload your CSV file. Select the Floor Name field TYPE as TEXT. 
  4. Select the Create calendar resource action. 
  5. Then edit this action by selecting the proper variables in the fields. 
  6. Next, complete the rule by giving a name and clicking Create. 
  7. Finally, trigger your rule and verify the result. 

Learn in detail from here.

Bulk Add Calendar Resource Features

When you book a resource for a meeting, you need to look for its features too. For example, you’re booking a conference room for your agenda. The room should have features like – seats, projectors, sound equipment, laptops, etc. Though you can book these features using Admin Console, Foresight streamlines the process by automating it. So, book your resource features in this method –

  1. Select the Manual Trigger after clicking the New Rule button. 
  2. Then, select the List calendar resource features action.
  3. After that, select the Feature Name in the Columns field.
  4. Following the above step click Review and Create. Next, trigger the rule.
  5. Now you have to export the resource features in a CSV file. So, Download the CSV from the Logs page. Modify the file according to your needs.
  6. Then upload the CSV using the Data uploaded trigger.
  7. After that, select the Create calendar resource feature action and complete the rule. 

Get the rest of the instructions from here. 

Highlighting the benefits of Google Calendar automation

  • By automating your Google Calendar, you can eliminate the need for manual tasks. So, you can easily handle tasks like creating events, inviting guests, accepting events, adding calendar resources for events, and more. Hence, you will get accurate results.
  • Another benefit is that you can easily ignore duplicate invitations. You don’t need to identify the overlapped invitation and remove it. The automation platform handles the task and gives you relief from this trouble. 
  • As you don’t need to proceed with your Google Calendar tasks manually, you can save time and effort. Thus, it improves productivity. 

Conclusion

Hopefully, now you have an idea of how Foresight automates your Google Calendar tasks. These time-saving automation recipes refine your Calendar operations and keep you updated all the time. So, learn about Foresight and know the versatile use cases of it. Try a 14-day free trial and get started! Learn other topics related to this one, such as – Automatically Copy Events From One Google Calendar To Another, etc.

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