Google Calendar Event Reader

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Node Inputs

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Required Fields

• Calendar: Select target Google Calendar
• Date Range Settings: Choose between relative or exact dates

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More Options

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Credentials to use

• Select which Google Calendar credentials to use
• Options include Personal Default, Workspace Default, or specific credentials
• Using the correct credential ensures access to the appropriate calendar

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Search by Title

• Filter events by searching for text in event titles
• Exact or partial match text search
• Case-insensitive (e.g., “Meeting” will match “MEETING” or “meeting”)
• Leave empty to retrieve all events without title filtering
• Can be configured dynamically as an input
• Important: When using Search by Title, ensure your date range covers when the events exist
• For maximum reliability, consider using exact dates with a broad range (e.g., entire year) when searching by title

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Number of Events

• Maximum number of events to retrieve
• Limits the total number of events returned from the specified date range
• Leave empty for no limit (will return all events in the date range)
• Useful for managing large calendars or limiting processing
• Note: Output type changes based on this setting:
  • When set to 1: Outputs as single text values
  • When set to more than 1: Outputs as lists

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Date Range Options

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Relative Dates

• When “Use Exact Dates” is unchecked, you can specify a relative time range
• Examples: “next 7 days”, “last 30 days”, “next month”
• This is dynamic and adjusts based on when the flow runs

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Exact Dates

• Check “Use Exact Dates” to specify fixed start and end dates
• Use “Start Date (UTC)” and “End Date (UTC)” fields
• Dates must be in UTC format (e.g., “2024-01-01T00:00:00Z”)
• This is static and always looks at the same date range

You can pass this dynamically using the Datetime node.

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Event Information Options

• Event Names
• Event IDs

  Unique identifiers for each event that can be used with the Calendar Event Updater node

• Event Start Times
• Event End Times
• Event Durations
• Event Locations
• Event Descriptions
• Attendee Emails
• Attendee Statuses
• User Statuses
• Organizer Emails

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Configure Inputs

• Search by Title: String to filter events based on title text
• Number of Events: Maximum number of events to retrieve
• Calendar: The specific calendar to read from
• Minutes Before Event: (Only in trigger mode) Time before events to trigger the flow

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Node Output

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When Number of Events > 1 (or empty)

• All outputs are provided as lists (string[]), maintaining consistent event order
• Selected event information fields appear as individual outputs
• Each output contains data for all events in the specified time range

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When Number of Events = 1

• All outputs are provided as single text values (not lists)
• Selected event information fields appear as individual outputs
• Each output contains data for the single retrieved event

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Available Outputs

• All selected Event Information options will appear as outputs
• Event IDs: Unique identifiers that can be used with Calendar Event Updater

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Node Functionality

• Flexible event information selection
• UTC time standardization
• Customizable date ranges (relative or exact)
• Title text filtering
• Event quantity limitation
• Secure authentication with Gumloop

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When To Use

• Attendance Tracking: Monitor meeting participation patterns
• Schedule Analysis: Review time allocation across different activities
• Event Reporting: Generate summaries of past or upcoming events
• Resource Planning: Analyze room or resource usage patterns
• Event Updates: Use with Calendar Event Updater to modify existing events

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Common Use Cases

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1. Meeting Summary Automation

Google Calendar Event Reader → Ask AI → Slack Message Sender
Setup:
- Date Range: "next 7 days"
- Information: Event Names, Start Times, Descriptions
- Search by Title: "Team" (to filter for team meetings only)
Purpose: Send automated weekly team meeting summaries to your team

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2. Attendance Monitoring

Google Calendar Event Reader → Extract Data → Google Sheets Writer
Setup:
- Date Range: "last 30 days"
- Information: Event Names, Attendee Emails, Attendee Statuses, User Statuses
- Number of Events: 100 (to limit processing to the 100 most recent meetings)
Purpose: Track meeting attendance patterns for team analytics

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3. Event Update Workflow

Google Calendar Event Reader → Calendar Event Updater
Setup:
- Information: Event Names, Event IDs, Event Locations
- Search by Title: "Interview"
Purpose: Update all interview events to include a standard Zoom link

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Trigger Mode

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Configuration

• Triggers the workflow X minutes before every event on your calendar
• Default time is 15 minutes, you can adjust this under the Minutes Before Event input
• Can be filtered by title to trigger only for specific types of events

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Example Trigger Workflow

Google Calendar Event Reader [Trigger] → Extract Data → Send Email Notification
Setup:
- Minutes Before Event: 30
- Information: Event Names, Locations, Descriptions
Purpose: Send automated preparation reminders before important client meetings

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Best Practices

• Use relative dates for recurring flows (like daily/weekly checks)
• Use exact dates when you need events from a specific time period
• Use Search by Title to narrow down to specific event types
• Set Number of Events when working with busy calendars to prevent performance issues
• Save Event IDs when you need to update events later in the flow
• If no dates are specified, the node defaults to last 1 month

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Output Fields Explained

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Standard Fields

• Event Names: Titles of the calendar events
• Event IDs: Unique identifiers for each event (for use with Calendar Event Updater)
• Event Start/End Times: When events begin and end in UTC format
• Event Durations: Length of events in hours:minutes format
• Event Locations: Physical or virtual location information
• Organizer Emails: Email addresses of event creators

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Additional Fields

• Event Descriptions: Full text content of the event description field
• Attendee Emails: List of all invited participant email addresses.

  For each event the email addresses are separated by a comma

• Attendee Statuses: Response status for each attendee (Yes/No/Maybe).

  For each event the stauses are separated by a comma

• User Statuses: The authenticated user’s response status for each event

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Important Considerations:

1. Requires Authentication with Google - Set up in the Credentials page
2. The date output is in UTC format
3. At least one Event Information field must be selected
4. Search by Title is case-insensitive and matches partial strings
5. For recurring events, each instance is returned as a separate event
6. The number of events retrieved may be less than specified if fewer events match your criteria
7. Setting Number of Events to 1 changes output types from lists to single text values
8. When using Search by Title, ensure your date range is broad enough to include the events you’re searching for