Introduction

In this article, you will learn how to automatically share calendars to new group members in Google Workspace. Google Calendar is the most useful and efficient. It helps you to manage your work effectively. Efficient collaboration and seamless communication are key to ensuring productivity. Within the Google Workspace, calendar sharing is an important aspect of collaboration. It allows teams to view each other’s availability to schedule meetings, and stay informed about upcoming events. 

Illustration of automatically sharing calendars to new group members in Google Workspace with xFanatical Foresight AutomationIllustration of automatically sharing calendars to new group members in Google Workspace with xFanatical Foresight Automation

Unlike Shared Drive where new users will immediately see the shared folders, shared calendars do not automatically show up on new member’s calendars.  But xFanatical Foresight automation can reshare calendars to new group members in Google Workspace. Automating the calendar sharing process, you can save time, eliminate errors, enhance productivity, and make efficient collaboration within your organization.

Introducing xFanatical Foresight Automation

xFanatical Foresight is a platform which helps to automate and streamlines the Google Workspace workflows. In today’s fast paced business environment, efficiency is the key. xFanatical Foresight automation permits administrators and users to create intricate business workflows, which consumes a lot more time doing it natively. It enables automatic calendar sharing with new group members. It simplifies the process of granting access to calendars, ensuring that everyone has the necessary visibility and can stay up to date with team schedules.

Get Calendar Shareable Link

To share the calendar with new group members, you need the calendar shareable link. You can get your calendar link via following these steps.

  1. Go to Google Calendar.
  2. On the bottom left corner select the calendar and click on three dots.
    Calendars in Google calendar
  3. Click on Settings and sharing.
    Calendar option of Settings and sharing
  4. Scroll down and click on the Get Shareable link.
    Calendar sharing page with Get shareable link button
  5. Now your calendar shareable link is ready.

Automation Setup Instructions

In this section, we guide you through the automation setup in xFanatical Foresight. We have 2 ways to set up automation rules, Set up automation from a template and Set up automation from scratch. After completing the automation rule, verify whether the automation meets your requirements.

Set Up Automation From a Template

Set Up Automation From a Template

Supported plans: xFanatical Foresight Elite plan.

  1. Sign into xFanatical Foresight with your Google Admin account. 
  2. Go to the Templates page.
  3. Search Personalized welcome email to new group members template, and click on it.
    Personalized welcome email to new group member template on xFanatical Foresight templates page.
  4. In the Templates > Personalized welcome email to new group members page, click Copy Rule.
    Personalized welcome email to new group members template with copy rule button
  5. For the first time use of the template rule, an dialog Action needed will display requesting necessary permissions required to copy the rule. Click Connect with Google and authorize the permissions.
  6. Upon authorization, a dialog titled Copy of Personalized welcome email to new group members will display.
  7. Select the group from the Group field.
    Configure group email id on Group field on Group member added trigger screen
  8. Click on the Next button.
  9. Compose the email body with necessary information, your name, your organization, and most importantly attach the calendar link you want to share with new users.
    Composing email with Calendar link on Email action screen.
  10. Click on the Review button.
  11. In the Review screen, customize the Rule Name, and click on the Create button.
    Configuring Rule name on Review screen
  12. The rule is created in the Rules page.
    Configuring Rule name on Review screen
    xFanatical Foresight workflow for sharing calendar to new group members in Google Workspace automatically.
Set Up Automation From Scratch

Set Up Automation From Scratch

Supported plans: xFanatical Foresight Elite and Professional (Legacy).

  1. Sign into xFanatical Foresight with your Google Admin account. 
  2. Go to the Rules page, and click the The New Rule button in xFanatical Foresight button at the bottom right to create a new rule.
  3. Select the Group member added from Select a trigger screen.
    A member is added to a group from admin console
  4. In the Edit trigger > Group member added screen,
    1. For the first time use of the trigger, click Sign in with Google to grant xFanatical Foresight necessary permissions to automate on behalf of your Google account.
      Edit trigger screen of Google member added trigger with Sign in with Google button.
    2. Select the group from the Group field. If you leave this field empty, the rule will be triggered when any group is joined.
      Configure group email id on Group field on Group member added trigger screen
  5. Click on the Next button.
  6. Select the Email action from Select an action screen.
    Select Email action on select an action screen.
  7. In the Edit actions > Email screen,
    1. For the first time use of the action, click Sign in with Google to grant xFanatical Foresight necessary permissions to automate on behalf of your Google account.
      Select Email action on select an action screen
    2. Select the Member’s Primary Email variable from the Group member added trigger on To field.
      Configure To field on Edit action screen.
  8. Compose Subject Field and Email field with Group Name and Calendar link. Use variables for Group Name, Member’s First Name via icon.
    Configuring Subject and Composing email with calendar link on edit action screen
  9. Click on the Review button.
  10. In the Review screen, customize the Rule Name, and click on the Create button.
    Configuring Rule name on Review screen
  11. The Automation rule is created.
Verify Automation

Verify Automation

To ensure that your rule setup automates as expected, it’s essential to conduct a simple test. The following instructions demonstrate how the xFanatical Foresight automates the process of sharing calendars to new group members in google workspace.

  1. First add a user to a group from Google Admin console. 
  2. Go back to xFanatical Foresight. 
  3. Wait momentarily, and you will get a notification on the top right of xFanatical Foresight, with the name of Copy of Personalized welcome email to new group members.
  4.  In the notification message, click View log.
    Notification of successful execution of Copy of Personalized welcome email to new group members rule, with view log button
  5. In the Logs > Log details page, the Rule history section explains that xFanatical Foresight has automated the event on behalf of your Google account. 
    Notification of successful execution of Copy of Personalized welcome email to new group members rule, with view log button
  6. The new user’s Gmail inbox will receive a personalized welcome message with the group details and calendar link.
    Email contains welcome message and calendar link

Conclusion

Automatically sharing calendars to new group members in Google Workspace using xFanatical Foresight is a game changer for your organization's efficient productivity and collaboration. By leveraging its intuitive interface and powerful automation capabilities, you can streamline your scheduling process and ensure accuracy in your calendar. So using xFanatical Foresight you can send email to users automatically with multiple resource information without any extra hustle. Using xFanatical Foresight, you can effortlessly manage and organize your google calendar, and invest valuable time for more important tasks.

Try a 14-day free trial with xFanatical Foresight and manage your tasks.

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