This article is written for Google Calendar users.

Sometimes, you need to automatically RSVP to meeting organizers that you accepted or decline their invites without manually clicking Yes to each of them.

By default, when you receive a meeting request in Gmail, Google Calendar automatically adds the invite to your calendar, yet no RSVP is sent back to the organizer. Google Calendar does not provide an automatic RSVP feature.

This article showcases how Foresight, a workflow automation app for G Suite, enables 2 scenarios, automatically accept all calendar invites and automatically accept calendar invites from specific senders.

Automatically accept all calendar invites

When you receive a meeting request in Google Calendar, Foresight automatically sends a response to the sender for you.

Video demo

To put it simple, let's assume 3 persons, Tim, Jason and Julie. Julie is supposed to automatically accept all calendar invites from Tim and Jason.

Instructions

  1. Sign into Foresight.
  2. Go to Rules.
  3. Click new rule button button to create a new automation rule.
  4. In the Select a trigger page, choose New calendar event trigger.
    New calendar event trigger in Foresight
  5. In edit New calendar event trigger page,
    1. Click REQUEST ACCOUNT ACCESS to authorize Foresight to view your Google calendars. Once you granted the permission, it displays as Access granted.
    2. In Calendars field, select Primary calendar.
  6. Click NEXT.
  7. In Select an action page, choose Respond to event action.
    Respond to event action in Foresight
  8. In edit Respond to event action page,
    1. Click REQUEST ACCOUNT ACCESS to authorize Foresight to view your Google calendars. Once you granted the permission, it displays as Access granted.
    2. In Calendar field, click and select Calendar Id variable from the drop down menu. The variable is displayed as {{ calendarId_xxxxxx }}.
    3. In Event field, click and select Calendar Event Id variable from the drop down menu. The variable is displayed as {{ calendarEventId_xxxxxx }}.
    4. In Going field, click Yes.
    5. (Optional) In Add a note field, write a custom message to the organizer for the RSVP.
      Respond to event action configuration
  9. Click REVIEW.
  10. Give the rule a name and click CREATE.
  11. The automation rule is visualized as
    Auto respond calendar invite rule

Now ask your colleagues or use another email to send meeting invitations to your Google account. All meeting requests are automatically accepted.

Automatically accept or decline calendar invites from specific senders

If you want Google Calendar to automatically accept or decline meeting requests from a specific email address or person, use the following automation, with an additional logic.

Video demo

To put it simple, let's reuse the 3 persons example above, Tim, Jason and Julie. Julie is supposed to automatically accept all calendar invites only from Jason, not Tim.

Instructions

  1. Sign into Foresight.
  2. Go to Rules.
  3. Click new rule button button to create a new automation rule.
  4. In the Select a trigger page, choose New calendar event trigger.
    New calendar event trigger in Foresight
  5. In edit New calendar event trigger page,
    1. Click REQUEST ACCOUNT ACCESS to authorize Foresight to view your Google calendars. Once you granted the permission, it displays as Access granted.
    2. In Calendars field, select Primary calendar.
  6. Click NEXT.
  7. In Select an action page, choose If action.
    If action in Foresight
  8. In edit If action page,
    1. Rename Branch 1 to something you recognize as an auto accept list, e.g. in auto accept list.
    2. Add condition to Branch in auto accept list. This condition is flexible. You could achieve the following.
      1. exactly match multiple emails. The following example matches 3 specific persons.
        match multiple event creator emails in If action
      2. match many wildcard-like emails. The following example matches emails of *@company.com and *@organization.com.
        match event creator emails in If action
    3. Leave Fallback branch empty.
    4. Click ADD NEXT ACTION in Branch in auto accept list.
      If configuration for auto accept events
  9. In Select an action page again, choose Respond to event action.
    Respond to event action in Foresight
  10. In edit Respond to event action page,
    1. Click REQUEST ACCOUNT ACCESS to authorize Foresight to view your Google calendars. Once you granted the permission, it displays as Access granted.
    2. In Calendar field, click and select Calendar Id variable from the drop down menu. The variable is displayed as {{ calendarId_xxxxxx }}.
    3. In Event field, click and select Calendar Event Id variable from the drop down menu. The variable is displayed as {{ calendarEventId_xxxxxx }}.
    4. In Going field, click Yes.
    5. (Optional) In Add a note field, write a custom message to the organizer for the RSVP.
      Respond to event action configuration
  11. Click REVIEW.
  12. Give the rule a name and click CREATE.
  13. Your automation rule is visualized similarly as
    Auto accept invitations from specific senders rule

Now test the rule by asking your colleagues to send you meeting invites. If their emails match in the Branch in auto accept list above, their invitations will be automatically accepted. Otherwise, no response is sent.

Decline invitations instead? In the Respond to event action, choose No in the Going field rather than Yes.


Feel free to leave comments or your ideas below. You may also like Auto Decline Conflicting Invitation in Google Calendar.

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