Prerequisites

You should have an owner or Add/Edit permissions to the calendar you want to integrate with Automate.io.


Triggers

⚡️ Event Added

Description: Triggers when a new event is added to the specified calendar. This works only when you specify the calendar in which the Bot is supposed to look for new events.

Data limits: Creating more than 1,00,000 events within a short period of time can make you lose the editing capability in your calendar for a couple of hours. The time can extend to months until the limit type is fully replenished. During this time, you would be unable to use Google Calendar integration.

Unsupported items: This trigger does not work with recurring or repeated events.

⚡️ Event Start

Description: Triggers when an existing event is about to start. You’d need to specify the calendar as well as the number of minutes before the event when the Bot should trigger. For example: Event ABC starts at 10:30 PM UTC, and you want the Bot to trigger 30 minutes before (as a reminder). You’d need to specify ‘30’ in the field ‘Time Before’.

You may also specify the event search query, and the Bot will trigger for the events only matching the search query text.

Unsupported items: Minimum of 5 minutes are required in the ‘Time Before’ field. Location, URL, Event Duration fields are not yet supported. All-day events are not supported.

⚡️ New Event Matching a Search

Description: Triggers when a new event is added AND matches the event search query. For example, you want the Bot to work with events only if the title contains the word ‘Meeting’. You need to specify ‘Meeting’ in the field ‘Event Search Query’.

Unsupported items: Attendee Display Name, Phone Number fields. Does not work for recurring events.

⚡️ Event Modified

Description: Triggers when an existing event is updated or modified in a calendar.

⚡️ Event Deleted

Description: Triggers when an existing event is deleted from the calendar

⚡️ Event End

Description: Triggers when an event in the calendar ends. For example: if you have an event “ABC” ending at 10:00 AM the Bot will trigger as soon as that event ends.


✅ Add an Event

Description: This is used to add an event to the specified Calendar. The Start Time and End Time are required fields for the action. You might need to use the Formatter app in order to change the input time to Automate.io’s recommended time format. Read more about how to use Formatter to convert date/time to a standard format here.

You can set an event as an All Day event by selecting Yes in the 'All Day' event dropdown.

You can add the list of attendees separated by commas in order to send them a notification about the event. You will need to select “Yes” in the Send Event Creation Notification to send the email notifications.

To search the calendar event, you can provide the email address of an Attendee or Title. The title should be an exact match.

Unsupported items: 'Minutes before Reminder' field always sets the time to 30 minutes.

✅ Add Event from Text

Description: This action can be used to create an event automatically from the incoming email’s text. The Quick Add feature in Calendar can convert what you write into an event; with the subject, date, time, and even guests. If you need to quickly add an event, or you don't like filling out forms, use the Add event from Text action and describe the event in text form.

If you do not enter a start time or end time, the action will create an 'All Day' event. You can specify start and end times using either time ranges or time intervals. For example: 2.30 - 3.15 or for 45 minutes.

✅ Update an Event

Description: This action can be used to update an already existing event on your Google Calendar. You can either specify the Event ID directly or use the 'Search Event' action in the bot set up to search for the event. The Bot should look like below.

✅ Search an Event

Description: This action can be used to search an existing event with the attributes like event title, description, location, organizer, or attendee name or email. Once found, the details of the event will be provided in the output fields of the action.

You can also narrow your search by making use of Time Range for the events being searched.

Unsupported items: This action does not work if the event summary/title length is more than 128 characters.

✅ Delete an Event

Description: This action can be used to delete an existing calendar event. Event ID could either be provided directly or the search action could be used to look for the event.

You can choose to send a notification to the event attendees by selecting Yes in the 'Notify Attendees?' dropdown.


Common issues with solutions

❗️ I’m unable to find a calendar in the dropdown menu of the Bot setup.

Please make sure you are the owner or have Add/Edit permissions for the calendar you are looking for. If you have the required permissions and if the calendar is recently created or gained access to, reconnect the app once to fix this.

To reconnect Google Calendar, please follow these steps: Open the Apps tab in the app -> Go to Google Calendar -> Click on the reconnect button on the app.

❗️ I set up a bot to create events but it does not update the event when I want.

Adding an event and updating an event are separate actions and hence, we’d need to create a bot for each of the events. Please add Search Event, and then Update Event in order to make the bot update your events.

Note: This would make the bot multi-action.

❗️ How to find the event ID to update the correct event? OR How to update an event?

A bot created to update an event will always be a multi-step Bot, as you would need to use the ’Search an Event’ action before ‘Update an Event. Events can be searched using ‘Event Title’ or ‘Description’ or ‘Location’ or ‘Organizer’ or ‘Attendee name or email address’. The ‘Search an event’ action will provide ‘Event ID’ as one of the output fields, which can be mapped to the ‘Update an Event’ action.

Note: The Search term is case sensitive and needs to be an exact match to find the event.

❗️ How can I fix Date and Time format errors?

The Date and Time Format errors can be fixed using the “Formatter” app’s “Format Date” action. Click here for more information on using the Formatter app. The recommended date and time format is the “DD-MMM-YYYY HH:mm:ss” example (08-Sep-2020 20:18:00).

❗️ I am getting the required parameters missing error.

This error occurs if any of the required fields in the Bot setup have not received their values. For example, if the “Search an Event” action is used in the Bot setup and “Event ID” from that action is mapped to the “Update an Event” action.

In this case, if the “Search an Event” action fails and does not return any value, then the “Event ID“ will not be passed on to the “Update an Event” action, hence, will result in this error.

To prevent this error, you can add a filter right after the search action. This will stop the Bot at the filter condition if the event is not found and prevent the Bot from this error.

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