Automate Adding Guests to Google Calendar Events

Introduction

In this article, we will explore the efficient method of automating the addition of guests to Google Calendar events. Google Calendar has become an indispensable tool for many, enabling seamless tracking of appointments, meetings, and events. However, the task of manually adding guests to each event can often be tedious and time-consuming. Fortunately, automation offers a solution that can save you valuable time and effort.

When working on collaborative projects, it's not uncommon for certain participants to be vital for every meeting related to that initiative. Manually inviting them one by one to each project-specific meeting can quickly become overwhelming and inefficient. Moreover, the absence of a crucial team member from a meeting where key decisions are made can not only hinder productivity but also create a perception of carelessness.

In this blog post, we will dive into effective strategies for automating the addition of guests to Google Calendar events, transforming your scheduling experience and ensuring that all essential participants are included in the discussions that matter most.

In this article, you will learn how to auto add guests to Google Calendars events.

What is xFanatical Foresight Automation tool

xFanatical Foresight Automation tool is an innovative automation platform that allows users to create workflows for various tasks, including managing Google Calendar events. By setting up specific rules and triggers, xFanatical Foresight can automate repetitive tasks, freeing up your time for more important activities. Whether you're coordinating a team meeting, planning a social event, or organizing a family gathering, it can help ensure that all the right people are invited without you having to lift a finger.

Video Demo

Rule Creation 

1. Log in to your xFanatical Foresight account with your Google Admin account. 
2. Go to the Rules page and click the New Rule button.
3. Select the New calendar event trigger from the select a trigger screen.
4. Ensure xFanatical Foresight obtains access permission from your Google Workspace Account. You’ll see the Access granted status.
5. In the Edit trigger screen, select the calendar from the drop-down menu in the Calendars field, for which you wish to create the new rule.
6. Click Next.
7. On the Select an action screen, click the Add event attendee action.
8. In the Edit actions screen, In the Calendar field, select the Calendar Id variable from the drop-down menu.
9. In the Event field, select the Calendar Event Id variable.
10. In the Guest email field, type the email address of the user whom you wish to be added to each new calendar event.
11. Click Add next action.
12. In the Select an action screen, select the Add event attendee action again. This time, the system will use it to book the room.
13. In the Edit actions screen, select the Calendar Id variable from the drop-down menu, in the Calendar field.
14. In the Event field, select the Calendar Event Id variable.
15. In the Guest email field, type the calendar email address of the room you want to book for each new calendar event. You can find this on the calendar settings page.
16. Click Review.
17. Enter the Rule name, click Create.

Rule Triggering

• Wait for the system to generate a new event in the calendar where you are setting up the rule.

Result Verification

1. Notifications will appear in the top-right corner. Click the notification icon, then select View log.
2. The log should confirm that the rule successfully invited the guest email addresses configured for the new event. 
3. Return to Google Calendar and refresh the page. You can then verify if the system added the desired user to the guest list and booked the intended room.

Conclusion

Incorporating xFanatical Foresight Automation tool into your Google Calendar management can revolutionize the way you handle your scheduling tasks. By automating the addition of guests to your events, you can save time, reduce errors, and ensure everyone stays informed. Whether you're a business professional, a team leader, or just someone looking to streamline their calendar, xFanatical Foresight offers a powerful solution to enhance your productivity. 

Try it out and experience the difference automation can make in your daily routine.

Notes

1. You can choose to include events created by yourself or even those to which you are not invited for the new rule to be applicable on. While in the Edit trigger page of the New calendar event trigger, check the boxes accordingly.
2. If the variable menu is not appearing as drop-down when you select a field, you can type {{ to make it available.
3. If you want to invite more than one user to each event, simple repeat the Add event attendee action (Steps 6 and 7 under Rule Setup) for each user.
4. The email address of the room resource can be found in the calendar > Settings>Integrate calendar > Calendar ID.