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Google Agenda - Gmail flow

  • 14 September 2022
  • 4 replies
  • 51 views

Hi,

So I have a company and I work with Google Agenda to make appointments for my clients. My schedule is mostly fully booked and at the moment I manually send emails to clients who want to be notified if some earlier appointment is cancelled and they now have the possibility to call me to change their own appointment to that earlier date.

To mark which clients want to be informed of this free timeslot, I usually put an exclamation mark at the start of their appointment title. 

Is there a way I can automate this process with Zapier or is this not possible with this tool?

Thanks in advance!

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4 replies

MohSwellam
Userlevel 7
Badge +8

Hi @TeePott , 

 

I would actually think its better to store the data somewhere (like Google Sheets or Airtable) first. There you can mark clients whom wants to be notified (maybe a field called Wants to Be Notified Y/N)

 

Once you have this, you can create a Trigger Google Calendar > Event Cancelled, Action > Find (whether in Google Sheets or Airtable) Clients that wants to be notified > Email Clients with available slot. 

 

Those are some resources that can help you do that: 

 

https://zapier.com/apps/google-calendar/help

 

https://zapier.com/apps/airtable/help

 

Let me know if this helps :)

Founder of GeekyAir.com
T

Hi @TeePott , 

 

I would actually think its better to store the data somewhere (like Google Sheets or Airtable) first. There you can mark clients whom wants to be notified (maybe a field called Wants to Be Notified Y/N)

 

Once you have this, you can create a Trigger Google Calendar > Event Cancelled, Action > Find (whether in Google Sheets or Airtable) Clients that wants to be notified > Email Clients with available slot. 

 

Those are some resources that can help you do that: 

 

https://zapier.com/apps/google-calendar/help

 

https://zapier.com/apps/airtable/help

 

Let me know if this helps :)

Hi,

this definitely helped, however now I have a spread sheet with emails and I dont know how I can send all of them an email after a Google calendar event gets canceled. I’ve tried making another zap that starts with a trigger in Calendar, then has an action of getting all the spreadsheat emails, and then send them an email. This didn’t really work out though and I don’t know what I should do here.

MohSwellam
Userlevel 7
Badge +8

That is actually great ! 

 

You can then do the following: 

 

  1. Use the Action in Google Sheet > Find Many Spreadsheet Rows (With Line Item Support) This will return 10 rows max https://zapier.com/help/doc/finding-and-updating-rows-in-google-sheets
  2. Then after you get the emails of said clients from the previous step, you can start a Loop by Zapier https://zapier.com/help/create/other-functions/loop-your-zap-actions . Using this, you can create a loop for the next action (Gmail or whatever email you are using) to send each of them an email to your Calendar link so they can book the appointment. 

 

Let me know how it goes. 

Founder of GeekyAir.com
jesse
Userlevel 7
Badge +9

Hey @TeePott just checking in here! Were you able to try out @MohSwellam’s suggestions? How are things going - anything we can lend a hand with? 

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