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 inviting guests to each calendar event can often be tedious and time-consuming.

The demand for automating the addition of guests to Google Calendar events has grown as organizations strive to improve coordination and streamline event management. 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. Fortunately, automation offers a solution that can save your valuable time and effort.

xFanatical Foresight provides the perfect solution to address these challenges by offering an easy way to automate adding guests to calendar events. With this automation, predefined guests are automatically added to every new calendar event, reducing manual effort and ensuring that all relevant participants are invited. The system is flexible, allowing for customized triggers, guest additions, and calendar syncing, ensuring smooth collaboration across platforms. With xFanatical Foresight, teams can focus on their core tasks while the tool handles guest management, improving efficiency and collaboration. 

Illustration of automated adding guests to new calendar events with xFanatical Foresight
Illustration of automated adding guests to new calendar events with xFanatical Foresight

In this 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.

Introducing xFanatical Foresight Automation

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 actions 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.

Automation Setup Instructions

This section will walk 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. Let’s explore each method in detail and add guests to calendar events automatically.

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 account. 
  2. Go to the Templates page.
  3. Search for Automatically add guests to new calendar events template and click on it.
    The automatically add guests to new calendar events template card in xFanatical Foresight
  4. In the Templates > Automatically add guests to new calendar events page, click the Copy rule.
    Click copy rule button from automatically add guests to new calendar events template details page in xFanatical Foresight
  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 Automatically add guests to new calendar events will display.
  7. In the Edit trigger > New calendar event screen,
    The new calendar event edit trigger screen to select multiple calendars for monitoring new events in xFanatical Foresight
    1. In Calendars, select the calendar you want to monitor for new events.
    2. Click Add event attendee from the rule graph.
  8. In the Edit actions > Add event attendee screen,
    The add event attendee edit actions screen to enter guest email address for new calendar event in xFanatical Foresight
    1. In Guest email, enter the attendee’s email address.
    2. Click Add event attendee (1) from the rule graph.
  9. In the Edit actions > Add event attendee (1) screen, enter the attendee’s email address in Guest email field. 
    Next add event attendee (1) edit actions screen to enter new guest email address for new calendar event in xFanatical Foresight
  10. (Optional) To add more guests to the calendar event, click Add next action, select Add event attendee action and enter the attendee’s email address in the Guest email field.
  11. Click Review.
  12. In the Review screen,
    The rule review screen to customize the default rule name when creating automatically add guests to new calendar events automation from template in xFanatical Foresight
    1. In Rule name, customize the automation rule name.
    2. Click Create.
  13. The rule is created in the Rules page.
    The workflow diagram for automatically add guests to new calendar events automation in xFanatical Foresight
    xFanatical Foresight workflow diagram for automatically add guests to new calendar events
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 account. 
  2. Go to the Rules page. 
  3. Click the New Rule new rule button button.
  4. In the Select a trigger screen, select New calendar event trigger.
    The new calendar event trigger in xFanatical Foresight to monitor new events in google calendar
  5. In the Edit trigger > New calendar event screen,
    The new calendar event edit trigger screen to select multiple calendars for monitoring new calendar events when creating rule from scratch in xFanatical Foresight
    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.
    2. In Calendars, select the Primary Calendar from the dropdown list. This allows xFanatical Foresight to monitor your primary calendar for new invitations.
    3. Click Next.
  6. On the Select an action screen, select Add event attendee action.
    Add event attendee action to invite an attendee to a calendar event in xFanatical Foresight
  7. In the Edit actions > Add event attendee screen,
    Add event attendee edit actions screen to select calendar, event and enter new guest email address for new calendar event in xFanatical Foresight
    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.
    2. In the Calendar field, select the Calendar Id variable from the drop-down menu.
    3. In the Event field, select the Calendar Event Id variable from the drop-down menu.
    4. In Guest email, enter the attendee’s email address.
    5. Click Add next action.
  8. On the Select an action screen, again select Add event attendee action.
  9. In the Edit actions > Add event attendee (1) screen,
    1. In the Calendar field, select the Calendar Id variable from the drop-down menu.
    2. In the Event field, select the Calendar Event Id variable from the drop-down menu.
    3. In Guest email, enter the attendee’s email address.
    4. (Optional) To add more guests to the calendar event, click Add next action and select Add event attendee action.
  10. Click Review.
  11. In the Review screen,
    The rule review screen to enter the rule name when creating automatically add guests to new calendar events automation from scratch
    1. In Rule name, enter a rule name.
    2. At last click Create.
  12. The automation rule is created.
Verify Automation

Verify Automation

To ensure that your rule setup functions correctly, it’s crucial to perform a simple test. The steps outlined below demonstrate how xFanatical Foresight automates the process of adding guests to Google Calendar events automatically.

Note: For demonstration purposes, please send one or multiple Google Calendar event invitations to yourself from another account.

  1. The rule will be triggered upon receiving a new calendar event invitation in Google Calendar.
  2. Once the rule is triggered, you will get a notification on the top right of xFanatical Foresight. In the notification message, click View log.
    Receiving in-app notification for successful execution of copy of automatically add guests to new calendar events automation in xFanatical Foresight
  3. In the Logs > Log details page, the Rule history section explains the automation history and task xFanatical Foresight has automated on behalf of your Google account.
    The copy of automatically add guests to new calendar events automation history
  4. (Optional) Open your Google Calendar and verify xFanatical Foresight automatically adds the desired user to the guest list to new calendar events.
    The google calendar event with auto added guests by xFanatical Foresight

Notes

  • The automation rule will trigger only when a new calendar event is added to your primary calendar, not immediately after the rule is created.
  • If you want to invite more than one user to each event, simply repeat adding the Add event attendee action for each user.
  • The demonstrated case does add guests for events created by yourself and events in which you are not invited. If you don’t need that, uncheck the Also include events I created and Also include events I was not invited to option in New calendar event trigger.
  • This automation supports monitoring new events across multiple calendars, eliminating the need to create separate automations for accepting invitations from different calendars.
  • This automation only adds guests to events that are added after the rule is created. It will not add guests for past events, events more than one year in the future, or private events.
  • If Google account permissions have been revoked, this automation will fail due to insufficient permissions to modify calendar events.
  • At each time a rule is executed, you will receive a notification in the app telling you how it has happened to your rules and whether rules ran successfully or not.

Conclusion

Automating the process of adding guests to Google Calendar events enhances efficiency, minimizes scheduling errors, and ensures that all relevant participants are included in important meetings. xFanatical Foresight streamlines event management by eliminating the need for manual guest additions, saving valuable time, and improving team collaboration. By leveraging automation, organizations can focus on meaningful discussions rather than administrative tasks, ensuring seamless coordination and increased productivity.

If you have yet to install xFanatical Foresight, check out this quick start.

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

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