Google Calendar

Automatically Create Google Calendar Appointments Using Google Forms Responses

Justin Pot Avatar
Written by Justin Pot / July 18, 2019
Last Updated September 18, 2019

Google Forms makes it easy to ask people for information, including when they'd like to meet. Google Calendar is where you keep track of your appointments. Why can't Google Forms responses show up in Google Calendar?

They can, but it takes a little setup. In this tutorial we'll show you how to use Zapier to connect Google Forms and Google Calendar, allowing form responses to quickly show up on your calendar.

To get started, you're going to need a Google Form. Be sure that this form captures all the information you want on your calendar, most importantly a date for the event.

Setting up a form in Google Forms

You will also need to set the form to export to a spreadsheet. You can do this by heading to the Responses section of your form and clicking the Google Sheets icon.

Export to a spreadsheet in Google Forms

Finally, if the form is yet to be filled out, add some sample data. We'll need this to test our setup. With that all ready, you can start setting up the integration. Here's a quick template to get you started:

Click the orange Use this Zap button above. The editor will open.

The New Response trigger in Google Sheets

You will be asked to sign in to your Google Forms account, then asked which spreadsheet and worksheet you'd like to pull data from. Choose the spreadsheet you created earlier and the worksheet that contains your form responses (which should be the only worksheet available).

Choose your spreadsheet and worksheet

Click Continue and sample data will be pulled in from your form.

Pull in sample data

If everything looks accurate, click Continue again. You can now sign in to your Google Calendar account—note that it doesn't have to be the same Google account used for Google Forms.

Next you will map your form responses to your Google Calendar event.

Set up your Google Calendar template

First, choose which calendar you'd like to send the form responses to. Second, outline which information will be included in the event description. You can pull in information from Google Forms by clicking the Fields button, found in the right side of the text box.

Using Fields in Zapier

Click anything in this dropdown and it will show up in your description, based on the information in Google Forms. You can also type directly into the box, and that text will show up in the event description regardless of what's in Google Forms.

Setting up your appointment in Zapier

You've got a lot of flexibility here. Just make sure that the name of the event and the date are included. Google Calendar will turn this into an appointment.

Click Continue once everything is set up just the way you like it. You can now run a test, using the sample data you pulled in earlier.

Run a test

Open Google Calendar and see if the sample data shows up.

Hey, the data from Google Forms showed up in Google Calendar

If so, click the Finish button to turn on your new automation.

From now on, all new responses to your form will show up on your calendar.

Customize Your Google Forms to Calendar Integration

The above tutorial uses a simple integration, but it's not your only choice. You can set things up however you'd like, if you want to dig into it. Click here to get started.

Or, if you need more ideas, here are a few more workflows to check out. This version works with both new and updated responses:

And if you want to precisely define everything about your appointment, this workflow may be more to your liking:

With this version, you can take more direct control over the calendar appointment, allowing you to map form responses to specific things like date, location, and more.

And these are just a few examples. You can set up this integration however you'd like, or connect Google Forms to 1,500+ other applications. Click here to get started.

Getting Started with Zapier

Need more help? Try the Zapier Help Center