6 ways business owners can automate Google Calendar

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Calendars are a business owner’s best friend and worst nemesis. They help you keep track of business-critical appointments, but often your schedule fills up fast—with many competing priorities.

Zapier can help you automate your Google Calendar so you can focus on scaling your business, not managing your schedule. We’ve collected a few Zaps—what we call our automatic workflows—so you can quickly connect Google Calendar to your favorite apps.

You’ll need a Zapier account to use the workflows in this piece. If you don’t have an account yet, it’s free to get started.

Get meeting reminders

Between video calls, managing your inbox, and responding to chat, it’s easy to forget that you have something on your calendar when you’re focused on another task. The same is true for clients you need to meet with.

These Zaps will automatically remind you, your team, or your clients about an upcoming meeting through email or a team chat app. That way, you’ll never keep a client waiting—and you won’t be left hanging either.

To get started with a Zap template—what we call our pre-made workflows—just click on the Use this Zap button, and we’ll guide you through customizing it. It only takes a few minutes. You can read more about setting up Zaps here.

Missing the days when you could get an SMS notification for upcoming Google Calendar events? See our tutorial on how to recreate that feature using Zapier.

Prepare for upcoming events

Of course, it’s not enough to show up to the meetings on your calendar. As a business owner, you always need to be prepared—but it can be difficult to fit in prep time when you’re wearing many hats.

Whether you’re gearing up for a client meeting, pitch presentation, or other event, these Zaps can help you make time to prepare. Whenever a new event is added to your Google Calendar, Zapier will automatically create a task in your favorite to-do app or project management tool.

You can customize your trigger—the event that starts a Zap—so that only certain calendar events will generate tasks. You can also set it so the same tasks appear every time if you’d like.

Zapier can also automatically create agendas or other meeting documents from a template.

If you record video meetings, learn how to automatically upload Zoom recordings to Google Drive.

Cross-post between calendars

You’re likely managing multiple calendars as a business owner. Perhaps you have different calendars for each team, or you’re managing a client calendar on top of your own.

These Zaps will cross-post new Google Calendar events to your calendar of choice, so you don’t have to worry about juggling multiple schedules or posting to the wrong calendar.

Manage appointments and video calls

It’s hard enough remembering (and showing up) to the meetings with your colleagues. What about invitations from people outside of your workplace? It’s one thing to forget about a meeting with a coworker, but forgetting about an appointment with an outside client is bad news.

These Zaps will create Google Calendar events whenever someone invites you to a video call or schedules an appointment with you through a booking app like Calendly.

If you schedule appointments through a form app, these workflows will ensure they’re accounted for in Google Calendar.

Create events from tasks

There are the events that happen on a regular schedule, like your standing team meeting every Thursday. Those are pretty easy to manage. The events that can be harder to plan for are the ones that occur when something specific happens, like when a deal reaches a certain stage in your sales cycle.

You can use a Zap to create a calendar event when specific tasks are added to your task manager of choice, like Notion or Trello.

If you need to have a meeting when you receive certain information, like an updated row in a spreadsheet, Zapier can also help you schedule calls automatically.

If you need to create a Google Calendar event a specific number of days after a trigger occurs, you can adjust date and time values within a Zap. Learn how in this help doc.

Use webhooks with Google Calendar

Perhaps you use an app that doesn’t have a Zapier integration, but you want to create a Google Calendar event when something specific happens in your app.

If your app has webhook functionality, you can use Webhooks in a Zap. (Webhooks is a premium app, which requires a paid Zapier plan to use.)

If your app uses a different timezone or date format than your Google Calendar, here’s how you can fix it.

Supercharge your calendar with automation

With a little automation, you’ll have a schedule that manages itself so you can focus on running your business. If you need extra help managing your calendar, check out these Google Calendar tricks:

Related reading:

New to Zapier? It’s an automation tool that helps anyone connect apps and automate workflows—without any complicated code. Sign up for free to use this app, and many others, with Zapier.

This post was originally published in March 2021, and was updated in March 2022 by Krystina Martinez.

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