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How to Sync Google Forms Responses to Google Calendar Using GAS

sanane
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Contents
  1. Introduction
  2. Features
  3. Benefits
  4. Setup Instructions

Introduction

Have you ever wanted to integrate Google Forms with Google Calendar for more efficient schedule management?

This article introduces a tool that automatically creates Google Calendar events based on date and time data collected through Google Forms.

We’ll walk you through how to set up the tool, its features, and the benefits it provides.

SANANE

This tool is provided for free. You can download it and start using it right away.

It makes it easy to streamline your workflow and share schedules with your team, so give it a try!

Features

This Google Apps Script (GAS) tool offers the following features:

  1. Automatic Google Calendar event creation from Google Forms responses
    • When a form response is submitted, the tool automatically creates a Google Calendar event based on the date and time data.
    • Events include the title and response details, making schedule management and response tracking easy.
  2. Automatic Google Forms creation and Google Sheets linking
    • This tool automatically creates a Google Forms template and links it to Google Sheets, so you can get started quickly even without any GAS knowledge.

How It Works

For example, suppose you have a meeting scheduled on June 4, 2024 from 10:00 to 12:00. You would fill out the form as shown below:

Once the form is submitted, an event is automatically created in the specified Google Calendar for the time slot you entered.

SANANE

The response details are also included in the created calendar event.

Benefits

Using this tool provides the following benefits:

  1. Reduced manual work
    • No more manually entering form responses into a spreadsheet and creating calendar events.
    • Automation prevents mistakes and significantly improves work efficiency.
  2. Customizable settings
    • You can freely configure the question order, so even if the form question order changes, the tool will continue to retrieve and process the correct data.
  3. Easy setup and use
    • Getting started is very simple — just configure the necessary settings from the custom menu.

Setup Instructions

STEP 0: Access the Tool Link

Access the tool using the link below. Follow the instructions in the tool’s built-in manual or the steps in this article to complete the setup.

Google Docs
【公開用】Googleフォーム-カレンダー連携ツール
https://docs.google.com/spreadsheets/d/1EKEaE8TxBlQePQ6PYji-l4Ha-Fjxe02Wel3e3ulgdn4/edit?usp=sharing

STEP 1: Initial Setup

The linked spreadsheet is view-only. You need to make a copy first to edit it.

How to Copy the Spreadsheet
  1. Click “File” in the top menu of the spreadsheet.
  2. Click “Make a copy”.
  3. Change the file name to your preferred name and click “Make a copy”.

* All subsequent steps should be performed on the copied spreadsheet.

STEP 2: GAS Authorization

When running a GAS program for the first time, you need to grant access permissions.

Follow the steps below to authorize access:

GAS Authorization Steps
  1. Open the copied spreadsheet and click the custom menu “Calendar Integration Options” in the top menu.
  2. Click “① GAS Authorization”.
  3. If you see “Authorization required”, follow these steps:
    • a. Click “OK”.
    • b. Select the Google account you are currently logged in with.
    • c. Click “Advanced”.
    • d. Click “Go to [project name] (unsafe)”.
    • e. Click “Allow”.

The following article provides a detailed guide with screenshots. Please refer to it if needed:

Google Apps Scriptで「承認が必要です」が表示されたときの対応方法について解説【GAS】 はじめに Google Apps Scriptとは、Googleドライブ、Gmail、カレンダー、スプレッドシートなど、...

STEP 3: Create the Google Form

This tool can automatically create a Google Forms template with the following steps:

How to Create the Google Form
  1. Click “Calendar Integration Options” > “② Create Google Form” in the top menu of the spreadsheet.
  2. Verify that a sheet named “Form Responses” has been created in the spreadsheet.
  3. Go to Google Forms:
  4. Confirm that a form named “Google Calendar Integration Form Template” has been created.

STEP 4: Customize the Google Form

Feel free to edit the created Google Form template as needed.

Do not delete the “Date”, “Start Time”, and “End Time” questions, as they are required for creating calendar events. (You may edit the question text.)

You can change the form name and reorder questions freely.
Adding a question for the calendar event title will make it easier to identify events once they are created.

STEP 5: Register the Calendar ID

Calendar ID Registration Steps
  1. Click the custom menu “Google Calendar Options” in the top menu of the spreadsheet.
  2. Click “③ Register Calendar ID”.
  3. A dialog box will appear. Enter the Calendar ID and click “OK”.

For instructions on how to find your Calendar ID, refer to the following article:

GoogleカレンダーのIDを探す方法を紹介！GASなどアプリケーションの連携に利用可能に はじめに 今回は、GoogleカレンダーのIDを取得する方法を画像付きで解説します。 GoogleカレンダーのIDを知るこ...

STEP 6: Configure Question Order

You must perform this step every time you change the question order or question text, regardless of the initial setup.


The tool’s script references which question number corresponds to “Date”, “Start Time”, and “End Time”, so you need to register the question order in advance.

Follow the steps below to register the question order:

Question Order Registration Steps
  1. Click the custom menu “Google Calendar Options” in the top menu of the spreadsheet.
  2. Click “④ Configure Question Order”.
  3. A modal dialog will appear. Use the dropdown menus to select the form question that corresponds to each required field.
  4. Click “Save”.

The initial setup is now complete.

From now on, simply share the Google Form you created. Whenever a response is submitted, an event will be automatically created in the specified Google Calendar.

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