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Everything you can automate with Google Calendar

Automation inspiration

3 min read

Everything you can automate with Google Calendar

By Krystina Martinez · March 16, 2021
The Google Calendar logo

Many people would be lost without their calendars. My memory has a 48-hour time limit, so my Google Calendar reminds me of what I've done and what's in store for me throughout the week. 

But keeping up with a calendar is hard when there's so much competing for your attention on any given day. We're human. We're bound to forget something. 

Zapier can help you automate your Google Calendar so you're less likely to forget about that meeting you were supposed to show up to. And if you're the one who makes the events and invites your team, automation can help you keep everyone on the same page.

With our automatic workflows, which we call Zaps, you can connect Google Calendar to your favorite apps to plan your day, cross-post between calendars, and more. 

We've collected a few Zaps to help you get started. Just click on the blue Use this Zap button, and we'll guide you through the set-up process. You can read more about setting up Zaps here.

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

In this era of video calls and remote meetings, it's easy to forget that you have something on your calendar when you're focused on another task. These Zaps will automatically remind you or your team about an upcoming meeting via email or a team chat app. 

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

I don't plan events because it stresses me out. But any seasoned event planner or presenter knows that the best way to ease jitters is to be prepared. 

These Zaps can help you prepare for any event, whether you're leading your first meeting or headlining a webinar. 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.

Time block your to-do list

Some of my colleagues like to block time throughout their day to tackle tasks, especially ones with time-sensitive deadlines. If you're a fan of time-blocking, you can connect your task management app to Google Calendar. With these workflows, Zapier will automatically block time on your calendar whenever you create a task with a deadline. 

If you're using Todoist and Google Calendar, learn how to set up a Zap to add events to your task list or to automatically add incomplete tasks to your calendar so you don't forget to do them.

Cross-post between calendars

Most of us manage at least two calendars: One for work and one for home. And if you share a calendar with your family, you know the pain of entering the same event in multiple places. (I have my personal calendar, work schedule, and my spouse's calendar on my phone. Yikes.) 

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. This is also handy if your teams maintain separate calendars so there's no overbooking. 

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 a meeting 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. 

Time track your day

Time tracking isn't just for contractors or lawyers. It can be helpful to track time spent on certain tasks you do at work so you can scope project timelines or objectively determine whether you're spending too much time on something. 

If you use a time-tracking app to log your hours, these Zaps will automatically create events in Google Calendar with new time entries. 

If you're pretty good about blocking time in your calendar and sticking to it, you may prefer a workflow that will add calendar entries to a spreadsheet. 

Supercharge your calendar with automation

With a little automation, you don't need to spend a lot of time planning your week ahead. If you need extra help managing your calendar, check out these Google Calendar tricks:

New to Zapier? It's a 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.

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Krystina Martinez picture

Krystina Martinez

Krystina Martinez is a writer on Zapier's content marketing team, based in Dallas, Texas. When she's not working, you can find her sewing, exercising, or watching anime and gymnastics.

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