Automatically Share Calendars To New Group Members In Google Workspace

Introduction

In this article, you will learn how to auto share calendar to new group member in the  Google Workspace. In today's fast-paced work environment, efficient collaboration and seamless communication are key to ensuring productivity. One important aspect of collaboration is calendar sharing, especially within Google Workspace.

Calendar sharing plays a vital role in effective team coordination and scheduling. It allows team members to view each other's availability, schedule meetings, and stay informed about upcoming events. By automating the calendar sharing process, you can save time, eliminate errors, and enhance collaboration within your organization.

Unlike Shared Drive where new users will immediately see the shared folders, shared calendars do not automatically show up in the left panel of new group members' calendar. This article is going to show you how xFanaticalForesight automatically re-share calendars to new group members in Google Workspace.

Introduction to xFanatical Foresight Automation Tool

xFanatical Foresight Automation tool is a powerful tool for Google Workspace that enables automatic calendar sharing with new group members. It simplifies the process of granting access to calendars, ensuring that everyone has the necessary visibility and can stay up to date with team schedules.

Video demo

Rule Creation Instructions

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 Group member added trigger from the select a trigger screen.
4. Click Sign in with Google to grant approvals to xFanatical Foresight in Google Workspace.
5. In the Edit trigger screen, Specify the target group to monitor. If you leave this field empty, the rule will be triggered when any group is joined.
   • (Optional) Specify a specific member to monitor. This is useful if you want to track a particular employee joining any groups.
6. Click Next.
7. On the Select an action screen, click the Email action.
8. Select the To field from the variable's drop-down menu using the v icon. This variable represents the new group member.
9. Fill in the Subject field. All variables are supported.
10. Compose Email Body. Share your calendar links with the new group member, along with other resources. Variables such as the member's email, first name, last name, and the group name are available.
11. Enter the Rule name and click Create.

Rule Triggering

1. The rule has been successfully created.To trigger the rule, assign users to specific groups in the Google admin console to ensure rules are applied correctly.
2. Select a user, then click Users > Add to groups. This will include the user in the specified groups and activate the rule. Add to groups. This will include the user in the specified groups and activate the rule.">

Result Verification

1. A notification will pop up in the top right corner. Click on it, then choose View log to view the detail.
2. Verify Gmail to confirm that welcome emails, including the calendar links, have been successfully sent.

What about sharing a corporate calendar to every new user?

By default, a calendar is created and owned by a single user and available for the entire corporate. It does not automatically add to others' calendar list. While it's simple for broadcast your calendar to existing users with a megaphone 📣, new users won't discover it without your manually telling them. Now let's automate it.

First of all, you will ensure a corporate-wide shared calendar accessible to others. In the Access permissions of your calendar settings, check Make available for <you-organization-name>.

Then, use another User created trigger, combined with the Email action to automatically send the corporate-wide calendar link(s) to every new user. The link can be included in a new employee welcome email. For further information, check out Automated Welcome Email to Google Workspace New Users.

Benefits of xFanatical Foresight in Calendar Management

Implementing xFanatical Foresight for automatic calendar sharing brings numerous benefits to your organization. Some key advantages include:

• Time savings: No more manual calendar sharing. xFanatical Foresight automates the process, allowing your team to focus on more important tasks.
• Error reduction: We eliminate human errors in granting or revoking calendar access, ensuring data integrity and avoiding scheduling conflicts.
• Seamless collaboration: With xFanatical Foresight, new group members instantly gain access to relevant calendars, enabling smooth teamwork and efficient scheduling.

Conclusion

Automatically sharing calendars to new group members in Google Workspace using the xFanatical Foresight Automation tool revolutionizes the way teams collaborate and manage their schedules. By streamlining the process, organizations can save time, reduce errors, and enhance productivity. Embrace the power of xFanatical Foresight and unlock the full potential of efficient calendar sharing within your organization.

Please visit the  xFanatical Foresight Automation tool to learn more about how Foresight Automation Tool can help you streamline your Google Workspace User exports and improve your organization's productivity and sign up for a free trial.

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