Auto Accept Invites in Google Calendar

Introduction

In this article we will explore, how to Auto Accept Invites In Google Calendar. 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.

Understanding Auto Accept Invites

When it comes to event invitations, manually accepting or declining each one can be time-consuming. That's where the auto accept feature comes into play. By enabling this functionality, Google Calendar will automatically accept incoming event invitations on your behalf, freeing up your time for more important tasks.

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. Tim and Jason expect Julie to automatically accept all calendar invites.

Instructions

1. Sign into Foresight.
2. Go to Rules.
3. Click button to create a new automation rule.
4. In the Select a trigger page, choose New calendar event trigger.
   
5. In edit New calendar event trigger page,
   1. Click Sign in with Google 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.
   
8. In edit Respond to event action page,
   1. Click Sign in with Google 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.
      
9. Click REVIEW.
10. Give the rule a name and click CREATE.
11. Below the automation rule is visualized
    

Now ask your colleagues or use another email to send meeting invitations to your Google account.

The system automatically accepts all meeting requests.

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. Jason expects Julie to automatically accept all calendar invites only from him, not Tim.

Instructions

1. Sign into Foresight.
2. Go to Rules.
3. Click button to create a new automation rule.
4. In the Select, a trigger page, choose New calendar event trigger.
   
5. In the edit New calendar event trigger page,
   1. Click Sign in with Google 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.
   
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.
         
      2. match many wildcard-like emails. The following example matches emails of *@company.com and *@organization.com.
         
   3. Leave Fallback branch empty.
   4. Click ADD NEXT ACTION in Branch in auto accept list.
      
9. In Select an action page again, choose Respond to event action.
   
10. In edit Respond to event action page,
    1. Click Sign in with Google 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.
       
11. Click REVIEW.
12. Give the rule a name and click CREATE.
13. Below your automation rule is visualized
    

Now test the rule by asking your colleagues to send you meeting invites. If their emails match in the auto-accept list above for the branch, the system will automatically accept their invitations.

If not, the system does not send any response.

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

Conclusion

Automating the process of accepting event invitations can be a game-changer for busy individuals. Google Calendar's auto accept invites feature allows you to streamline your schedule and focus on what truly matters. By following the simple steps outlined in this blog post, you can take full advantage of this time-saving functionality. Embrace the convenience and watch your productivity soar.

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Feel free to leave comments or your ideas below.

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