Connect Google Calendar to WP-CRM System With Zapier Connect

February 2, 2018•Marketing Team

Using both Google Calendar and WP-CRM System to optimize your workflow? Now you can allow the Zapier Connect Add-on to connect valuable information for you.

No longer do you have to copy and paste information manually. Zapier Connect Add-on smoothly transfers important dates in WP-CRM System so they appear on the appropriate Google Calendars for you, freeing up your time while guaranteeing those dates aren’t overlooked.

Regardless of the size of your business and team, Zapier’s connection ensures that your Google Calendar and WP-CRM System are always in sync.   

How To Connect Google Calendar To WP-CRM System

This video, walks you through each step that connects Google Calendar to WP-CRM System with Zapier. It also covers why you might want to do certain steps allowing you the freedom to decide to either complete all the steps or just the ones that are necessary for your business.

You will need these tools to get started

Next, create a Zap in Zapier

  • Click the “Make a Zap” button at the top of your account dashboard.
  • For the Trigger Step, use the built-in webhook app.
  • Click “Catch Hook” and “Save”.
  • Leave the Child Keys section blank. Click “Continue”.
  • Zapier should provide you with a URL. Copy the URL.

Set up your Zap in WP-CRM System

  • Give your Zap a descriptive name. (This name is for your own reference so that you know what this webhook is for.)
  • Paste the webhook URL that you copied from Zapier.
  • Select “Yes” under “Is the Zap Active” because this allows the data to be sent from your site to Zapier.
    • Note: If you select “No”, it will temporarily prevent your site from sending data to Zapier.
  • Select the Record Type that you want to be sent with this webhook. For Google Calendar integrations, you must have a date field available.
    • Projects, Tasks, and Campaigns all have date fields by default.
    • You can also use a custom date field if using our Custom Fields add-on. (This allows contact’s birthdays or anniversaries to be sent to your Google Calendar.)
  • Select the appropriate Trigger.
    • Update will send data any time a record has been updated (a new record is saved, or an existing record is updated).
    • Deleted will send information whenever a record has been deleted from WP-CRM System.
  • Click “Save Zaps”.

Create a Test Record in WP-CRM System

  • Add a new Test Record of the Record type you selected when you set up the Zap in WP-CRM System.
  • Populate the record with any information (it doesn’t have to be real data).
    • Note: You can delete the record as soon as you’re done setting up your Zap.
  • Then click “Publish”.

Check Zapier’s Webhook

  • Click “OK, I did this”.
  • Double check that the data Zapier received is the data you entered in the Test Record.
  • Click “Continue”.

Finally, set up a Google Calendar Action Step

Next, select the type of action from the list below that Zapier should take:

  • Create Detailed Event or Quick Add Event: Good for events that won’t need updating.
  • Update Event: Good for updating an existing event.
  • Delete Event: Use with the Deleted trigger when you set up the Zap in WP-CRM System.
  • Find Event: This will find an event in your calendar if it exists or create one for you if the event does not exist.

Example: In the video above, I chose “Find Event”. This allows me to create an event in the calendar if it doesn’t already exist. However, if the event does exist, I can then do something else like Update it. What you choose will depend on what your business needs to do with your information.

Find and Create Event Settings

  • Select the appropriate Google Account.
  • Choose your calendar.
  • Select a Search Term. (A good term might be the name of your record since you want it to find a record that already exists.)
  • Optionally, include a Start Date. This would help narrow down the search results in case you have multiple events on different days with the same name.
  • Check the “Create Google Calendar Detailed Event If It Doesn’t Exist Yet” box.
  • Fill in the fields with the desired information.
    • The only required fields are the Start and End dates.
    • However, it is probably best to also include a Summary, which serves as the event title.

Update an Event

  • Click the “+” sign below the last action you created on the left side.
  • Select Google Calendar again.
  • This time choose “Update Event”.
  • Select the appropriate Google Account.
  • Choose your calendar.
  • Click “Add a Search Step”, then “OK, add it!”.
  • Choose your calendar again.
  • Select a Search Term.
    • Note: Use the same term you used in the Find and Create Event settings because you want it to find the same term.
  • Optionally, include a Start Date.
  • Click “Continue” to return to the Update Event step.
  • Go back to “Edit Template” where a custom value for the Event ID should now be populated.
  • Fill in the fields with the desired information.
    • There are no other required fields.
    • However, it is probably best to include Dates and Summary, which serves as the event title.
  • Click “Continue”.

Now that you’ve successfully connected your Google Calendar to WP-CRM System with the Zapier Connect Add-on, you can be confident that you are staying on top of important dates without putting extra time and effort into the process.

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Marketing Team