How to Link a Google Form to a Google Calendar

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Sometimes we need to know about scheduling and plan according to appointments. In this article, we will learn about scheduling with Google Forms. For scheduling with Google Forms, we need to link Google Form to Google Calendar in order to use the combined features of both. This is what we are going to demonstrate in this article.

What is the use of Google Calendar?

Google Workspace provides multiple services for its users. Google Forms and Google Calendar are provided by Google Workspace for the ease of Google Workspace users. Google Forms provide us with services for making, sharing, filling and analyzing surveys and questionnaires. In the same way, Google Calendar provides us services for creating, managing and analyzing our calendars. Google Calendars was specially designed for team collaborations hence it provides us features to schedule meetings, create events, get reminders about upcoming events, and much more.

Importance of Linking a Google Form to a Google Calendar

Linking a Google Form to a Google Calendar can help a user in scheduling meetings, setting events, getting reminders and much more. When both the Forms and Calendars are linked, a user need not to traverse between Google Forms and Google Calendar to set events and reminders. Rather it is automatically dealt with by the Google Workspace.

General uses of linking a Google Form to a Google Calendar include:

  • Setting meetings and events for a parent teachers meetings at an institute.
  • Appointments may be scheduled directly using Google Forms and Google Calendar services linked together.
  • Dinner reservations may use the linked Google Forms to set up their availability to the customers.

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How to Link a Google Form to a Google Calendar?

Let us consider a simple scenario where we are going to organize a meeting with parents of our students to talk about their homework and get schedule at home. In this scenario, we will determine when we will meet parents of which student and schedule our google calendar accordingly with their responses. Using this scenario in Google Forms, we will create a form. We will learn how to link a Google Form to a Google Calendar using this scenario.

How to make a Google Form for linking with Google Calendar?

First of all, we need a Google Form which will be used to link with Google Calendar to use combined services and features. So, we will create a form with a few questions using the above scenario for the demonstration.

Step 1: Create a Google Form.

Step 2: Add relevant questions to the form.

We already shed some light on how to create a Google Form and add several types of questions in the previous articles. Now, we will add basic questions to learn about child and his class as well as parent email to send invite to them for the meetings.

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We will also make a question for Parent Meeting with Dropdown. We will use our add-on to populate options so we will not fill options there.

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Our options will be here automatically according to our selected schedule on calendar when we link this form with our Google Calendar.

How to make a Google Calendar for linking with Google Forms?

Step 1: Open Google Calendar.

Step 2: Add a new calendar using “+”.

We are going to need a Google Calendar to show us our reservations/appointments for meetings. So, we will create a Google Calendar using the “+” icon in front of Other Calendars as show below:

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Press that ‘+’ sign to add new calendar. Now, choose “Create new calendar” as:

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Here, we will create the new calendar by providing name and description as well as time zone information of the new calendar as:

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We can set name for our calendar and give description and time zone according to which this calendar will work.

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Once we are done creating our new calendar, it will show up in our calendars and we can customize its settings to change how it looks and works.

How to add meetings to a Google Calendar for linking with the Google Form?

As our calendar is created, it is time to add meeting slots for the Parent Teacher meetings.

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We can see our calendar in Google calendar and according to our schedule, we can make events and meeting slots on our free day. We selected only PTM calendar to view only its events. This way, it will stop misunderstandings that may occur when seeing multiple calendars at once.

Let us add a meeting as:

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We make events and set name and time for it. Google calendar allow us to utilize Google Meet to have video conference with student’s parents but make sure to set your calendar right.

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Once we add Google Meet in our event, it will generate a meeting automatically and we can just join when our meeting time is near.

We make more events to fill in our free time slots and we can utilize these events for our form later.

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Now, our Google Calendar is done. We will get back to form and add required add-on to link our Google Form with Google Calendar.

How to add required add-on to link a Google Form to a Google Calendar?

We need to add a required add-on in Google Form in order to link it with Google Calendar.

Step 1: Open the form.

Step 2: Click on the triple dot icon appearing at top right corner of the form.

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We will add our required add-on for linking our Google Form with Google Calendar. It will help us with Scheduling our PTM (Parent Teachers Meeting).

Step 3: Choose “Add-ons” from the menu.

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Step 4: Select the required add-on.

Let us find our required add-on by searching in the search bar as:

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“Booking calendar” is the one that we are going to use for our task at hand.

Step 5: Install the add-on.

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Install “Booking Calendar” add-on and give required permissions to utilize these services.

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Continue with installations and login to your Google Account if it asks for it.

Step 6: Add the add-on to the Google Form.

Once we are done with installations, we will go back to our form and add that add-on our form.

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How to configure add-on to the Google Form for linking with a Google Calendar?

As we have added required add-on, we will have to configure it to use it according to our need.

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From this menu, we can configure Booking Calendar to get meeting slots on our form.

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Booking calendar have free and paid versions, we will select free one for the demonstration.

We will select our calendar that we want to use with this PTM form. The Calendar we made according to our meeting slots will be selected here.

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We will select here which fields are linked between our Google Form and Google Calendar. In our scenario, it will be Parents Meeting that will be populated from Google Calendar to Google Form.

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It will show us how our slot choice will show on the form. We can also change it according to our requirements.

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In this tab, we can add further settings to skip meetings and we can also show how many slots of time (Meeting time). We need to save these settings for them to make impact on Google Calendar.

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Saving setting will also inform whether settings are successfully saved or not. In our case, successful saving message is shown as:

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How to get responses when linking a Google Form to a Google Calendar?

Google Form and Google Calendar is now linked. We can set our meetings with the help of this form and our Google calendar will update accordingly.

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Once someone fill up the form, we will see our Google Calendar changing accordingly. We did not set any guests in Google Calendar events by ourselves rather Google form made our guests (according to form responses) and also set notifications in our calendar. Google calendar will highlight events with guests and notify us before 10 minutes of meetings. We can also see the guest’s status as awaiting right now. It will change when guest joins the meeting.

We receive email as:

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Parent of student will also receive a mail like this where they can reply about their availability to finalize meeting.

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The status of guest will update on our Google Calendar once parents’ replies about their availability through the email sent by Google Forms. Reserved meetings appear in red above.

Important Notes

  • We must have a Google Account in order to create and make a Google Form. Without having a Google Account, we will not be able to make use of Google Forms.
  • Add-on is something or any element that is not part of actual system and added on top of system to give extra functionalities.
  • Add-on are created by individuals; their functionalities may vary.
  • Add-ons may stop working after limited number of uses, if you want to keep using that add-on, you can buy license for that add-on.
  • You need to give permissions to use add-ons on your Form/Workspace.

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Frequently Asked Questions

Can I use multiple add-ons on same form?

Yes, we can use multiple add-ons on single form but their working is solely dependent on creator of that add-on. Some add-ons stop working once trial finishes and we may have to buy their license.

Can I get two or more appointments/booking on same time?

Yes, it is possible because audience doesn’t know about your schedule. It is also possible to mitigate the possibility by using other add-ons.

Is there any add-on that stops double or more booking for same time slot?

Yes, there are hundreds of Add-ons that can be used for many different purposes, among which is choice eliminator, it is a type of add-on that help us with eliminating the booked slots from our options so that nobody can book same time again on same date.

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We choose here from where choices are eliminated per selection.

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Here we can see the example of choice eliminator, 11:00 am meeting slot was booked earlier that was removed.

Conclusion

In this article, we discussed full procedure on how to link a Google Form to a Google Calendar. This way, we can directly add meetings, schedule events, set reminders, finalize time table using Google Form’s responses. In this article, we specifically discussed the complete procedure and how to link a Google form to a Google calendar.

Feel free to comment below for any queries. Thanks for reading!

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Widad Khan

Hi, I am Widad Khan. I was born and raised in Pakistan. I have always loved the field of Computer Sciences and since I was a kid, I would say I wanna grow up to be a scientist, now this term is mostly related to "Computer Scientist" and not scientist alone. I am pursuing my Bachelor Degree in Computer Sciences from GCU, Lahore. I have always loved keeping records of different types of data. Earlier, I would use MS Excel for that. But with the advancements in Google Sheets, my work has become much easier. And also it's very easy to share and coordinate data with fellows and coordinates.

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