For each project that you are working on as a team, you might find yourself scheduling meetings with the same group of people. Or, especially if you are a new hire, you might want to invite your manager to observe each meeting you conduct.

In some cases, due to the cooperative nature of projects, some participants may be crucial for each meeting pertaining to that project and adding them one by one to each new project-specific meeting can be time-consuming. Additionally, it can seem careless or even counter-productive if a crucial member of the project team is not invited to a meeting where key decisions may be taken.

Adding Guests in Google Calendar Events could be tedious and stumble
Adding Guests in Google Calendar Events could be tedious and easy to stumble

Therefore, you can use Foresight to automate the task of adding guests to new google calendar events, not only saving yourself some time but also ensuring that all key participants required for a meeting are always invited.

Video Demo

This video demo illustrates an example of a simple use case. Suppose you have a shared calendar and would like to invite a specific member of your team as an observer guest to each new event created for a project on that calendar. Additionally, you would like to book a preferred meeting room for each new event on that calendar. You can see below how to automate both these tasks.

Instructions

Rule Setup

Follow these easy step-by-step instructions to set up your own rule for automating guest addition and room booking to your google calendar.

  1. Sign into Foresight.
  2. Go to Rules.
  3. Click the New rule button button to create a new rule.
  4. In the Select a trigger page, select the New calendar event trigger to initiate your sequence.
    New calendar event trigger
  5. In the Edit trigger page
    • Click the REQUEST ACCOUNT ACCESS button to connect Foresight with your Google Account. Once you authorize the permissions, the status turns into Access granted.
    • In the Calendars field, select the calendar from the drop-down menu for which you wish to create the new rule.
    • Click Next.
  6. In the Select an action page, select the Add event attendee action.
    Add event attendee trigger
  7. In the Edit actions page,
    • Click the REQUEST ACCOUNT ACCESS button to connect Foresight with your Google Account. Once you authorize the permissions, the status turns into Access granted.
    • In the Calendar field, select the Calendar Id variable from the drop-down menu. The variable resembles the form of {{ calendarId_xxxxxx }}.
    • In the Event field, select the Calendar Event Id variable. The variable is displayed as {{ calendarEventId_xxxxxx}}.
    • In the Guest email field, type the email address of the user whom you wish to be added to each new calendar event.
    • Click ADD NEXT ACTION.
  8. In the Select an action page, select the Add event attendee action again. This time, it will be used to book the room.
  9. In the Edit actions page,
    • Click the REQUEST ACCOUNT ACCESS button to connect Foresight with your Google Account. Once you authorize the permissions, the status turns into Access granted.
    • In the Calendar field, select the Calendar Id variable from the drop-down menu.
    • In the Event field, select the Calendar Event Id variable.
    • In the Guest email field, type the calendar email address of the room you wish to be booked for each new calendar event. This can be found in the calendar settings page.
  10. When you are finished, click Review.
  11. In the Review page, name the new rule.
  12. Click Create.
  13. Your rule’s workflow looks like this.
    auto add event attendee workflow diagram

Rule Test

To test your rule, follow these steps.

  1. Go to Google Calendar.
  2. Wait for a new event to be created in the calendar you are creating the rule for.
    1. Check if they forgot to add the user and book the room, both of which you are creating the rule for.
    2. The creation of the new event will trigger the new rule, and you will receive a new notification in your Foresight interface.
  3. Go to Foresight.
  4. Click on the New Notifications bell icon.
  5. Select the VIEW LOG option in the notification.
  6. The log should tell you that the two guest email addresses you configured into the rule were successfully invited to the new event. It also tells you the total number of actions used, how many were successful, and how many failed.
    automate adding guests to google calendar event - rule log
  7. Go back to Google Calendar and refresh your page.
  8. You can then check if the desired user was added to the guestlist and whether the intended room was booked.

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 and sharing >Integrate calendar > Calendar ID.