Automate Airtable + Google Calendar with GAIA

Airtable and Google Calendar do not sync with each other on their own, so you need a tool in between. GAIA connects both accounts and works in both directions: it can create an Airtable record from the details of each new Google Calendar event (title, start and end time, attendees, location, description), and it can turn Airtable date fields into Google Calendar events. If you only need to see Airtable dates on your calendar, Airtable's calendar view can share a read-only iCal link that you subscribe to in Google Calendar. Google refreshes subscribed calendars on its own schedule, so changes can take hours to appear.

The two directions run differently. Calendar to Airtable is event-driven: GAIA's Google Calendar trigger fires when a new event is created on the calendars you pick, and the workflow writes the record. Airtable to calendar runs on a schedule, because Airtable does not push changes to GAIA. On each run GAIA reads the table, creates events for new dates, and moves events whose date changed, so a date edited at 10:05 shows up after the next run. Hourly suits a shared team schedule; once a day is enough for publishing dates.

Example workflow: "When a new event is added to my Client Calls calendar, create a record in the Meetings table of my CRM base: event title in Name, start time in Date, attendee emails in Attendees, and the event description in Notes." A second workflow runs the other way: "Every weekday at 8am, add an all-day event to my Deadlines calendar for each record in Projects whose Due Date is in the next 14 days, and move the event if the date changed."

5 things you can automate

Everything GAIA can do when Airtable and Google Calendar are connected.

How to set it up

Connect Airtable and Google Calendar to GAIA in three steps.

1. 1

   Connect Airtable and Google Calendar to GAIA

   Authorize both accounts in GAIA's integrations settings. GAIA can then list your bases and read each table's fields, so you can refer to tables and fields by name.

2. 2

   Describe the sync in plain English

   Create a workflow and say which base, table, and calendar to use. Name the fields for the event title, date or start time, description, location, and attendees, and say whether to add a Google Meet link.

3. 3

   Pick the trigger

   Choose the Google Calendar new-event trigger to create Airtable records from calendar events, or a schedule (every hour, every weekday at 8am) to push Airtable dates to the calendar. GAIA runs the workflow in the background and can notify you when it finishes.

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