Question

Any suggestions for automating multiple calendar invites using 1 manual input?

Due to our specific workflow and interest in keeping our client's contact information separate from other vendors prior to engaging, we often send out 2 separate calendar markers for the same event. Outside of a few small changes in the event title and description, the invites are essentially the same; the only major difference is the attendees added to each invite.

I'm wondering if anyone has a recommendation for a tool which in one interface, would allow us to:
1) add the email addresses for the attendees on each side
2) input all of the information that would be identical for the 2 sides
3) mark off anything that would be different on the invites and attribute it to the correct party's "invite"
4) Hit 1 send and have the 2 calendar invites sent simultaneously.

We use Gsuite/Google Calendars.
I imagine something quick can be set up using a form and Zapier/Integromat - was wondering if there was anything a bit more clean and streamlined?

Thanks in advance!
Noam

Mentioned
#Coda #Zapier #Airtable
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justin's avatar
2 months ago

Hey @NBNite great question! I whipped up a quick Coda doc that can create multiple calendar events with the push of a button.

https://coda.io/@hales/automate-multiple-google-calendar-invites

Would love to know what you think!

3 points
maguay's avatar
@maguay (replying to @justin )
2 months ago

That's incredible you can do that directly from Coda!

2 points
NBNite's avatar
@NBNite (replying to @justin )
2 months ago

@justin - so awesome that you threw this together, I really appreciate you taking the time. I'm not super familiar with Coda so have been navigating around a bit and will give this a whirl. Keep you posted asap!

1 point
maguay's avatar
2 months ago

My default idea would be to do this with Zapier.

If the two calendar events were the same aside from the invitees, you could have a Zap that watched Google Calendar for new events, then have Zapier add a new Google Calendar event with new invitees, copying every other part of the original event over.

Or instead, if one calendar event is an internal one that your team sees and another is the one you invite people outside the company to, you could first add the event to your team calendar. In the event description, use Zapier named variables like Invite(bob@techinch.com) to list the new event name, description, invitees, and more. Then, have a Zap that has Zapier watch for new events on that Google Calendar, then have it add a new event using the Named variable data from the first event. That would only work if your team is ok with your team's internal event looking a bit cluttered, but once you set the Zap up you could basically just create events in your team's internal calendar and have the secondary event created automatically.

Beyond that, your suggestion of a form plus Google Calendar would make sense—there, you'd need a 3-step Zap to first watch the form (Google Forms would work well here, but so could any other form app), a second step to add the first event, a third step to add the second event.

If you give that a shot and need help, let me know!

Though love @justin's solution with Coda—neat to see full workflows built in a document without needing a 3rd party tool!

3 points
optemization's avatar
@optemization (replying to @maguay )
2 months ago

that's the solution i'd go for!

2 points
NBNite's avatar
@NBNite (replying to @maguay )
2 months ago

@maguay - these are both clever workarounds, thanks! Interestingly enough, I've utilized many of Zapier's Google integrations but have never thought of/needed to use the "watch for new events" zap. The first workaround sounds a bit more streamlined (I'd try to keep our teams calendar formatted if I had the option) - I'll give it a look and keep you posted.

I was exploring different ways to get this done myself and stumbled across a relatively new feature within Airtable - they've added a button field which provides an enormous amount of flexibility to automate actions both within and outside of the database. As a portion of our data for the calendar marker is already in Airtable, I may utilize this button feature and add-on the "watch calendar event" zap to get this done.

1 point
brownmachine's avatar
2 months ago

Hey @NBNite we're building Quantime for calendar and scheduling intelligence. Check it out - may be able to help with your specific need.

quantime.ai

2 points
NBNite's avatar
@NBNite (replying to @brownmachine )
2 months ago

Thanks @brownmachine - Quantime looks interesting although I don't know if it will solve for this specific use case. Will definitely keep in mind for other projects though!

1 point
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