How to Add Events to Google Calendar with Kintone and Zapier

Scheduling meetings with customers and prospects is an essential part of doing business. When using a CRM, users most likely want to track meetings and events related to their contacts. In this article, a method of creating Google Calendar meetings from Kintone via Zapier will be discussed.

Agenda:

• Overview
• Connect the Events app in Kintone to Google Calendar
• Conclusion

Overview:

In Kintone, create an app to store events, or navigate to the existing app used to track events.

NOTE: The app should at least have a Start Datetime field and End Datetime field, to create the event on Google Calendar.

Here is a list view of the records in the Events app.

The Events app tracks an event name, location, start and end time.

In the list view of the Events app in Kintone, the email address of an attendee, event details and the dates will be used in the Google Calendar event can be seen.

The app is now ready to be integrated with Google Calendar via Zapier.

Connect the Events app in Kintone to Google Calendar:

Navigate to Zapier and create a new Zap, called “Create Google Calendar events from new Kintone records”.

In Kintone, navigate to the Event’s app settings, then get the API Token for the app.

Get the API Key from the Events app App Settings, by clicking “Generate” and copy the API Key.

In Zapier, create a new Zap.

First, create the first step of the Zap: “New Record” in Kintone. This will be the trigger for adding the data to Google Calendar.

Select “Reconnect” to select the Events app.

Select “Reconnect” to add the new Events app.

Input the App ID, the API key, and your subdomain to connect to Kintone.

By inputting the App ID and API Key from the Events app, Zapier will connect to Kintone.

Add Kintone, and “New Record in Kintone” as the trigger.

Create a new test record in the Events app. Click the plus button, add some data, and click save.

After saving, this new record can be used to test the connection. Click “Check for new Test Records” to get the newly created Events record.

In the second step, add Google Calendar. Add “Create Detailed Event” as the step. Select your Google Calendar email address to use.

In the details of the Google Calendar step, insert the necessary data into the correct fields.

Insert the Kintone fields into the details of the Google Calendar event.

Click “Proceed”, then “Test this Step”.

Navigating back to the Google Calendar, you can see that the Event was created.

The Kintone record was converted to an event on the calendar.

In the details of the event, the email address from the Kintone record was added. The mail icon can be clicked to contact the invited email address.

This concludes the steps for setting up the Zap.

Click “Publish Zap” to make the scenario go live.

Conclusion:

Finally, a connection between Kintone and Google Calendar has been created. Whenever someone creates a new Event in Kintone, the details of the record is added to the calendar, along with attendee information and event details. As a note, in order to transfer updates to an Event record in Kintone to Google Calendar, another Zap must be created that listens for updated Kintone records, finds the existing Google Calendar event and updates it.

This use case is typical for users performing account management and booking follow-up appointments. However, this Zap can be utilized for any kind of events needed to be synchronized between Kintone and Google Calendar.