How to Sync Airtable Records with Google Calendar Events
This walkthrough details the steps required to sync Airtable records with events in Google Calendar, although similar steps and principles will apply to many other Unito integrations. Below we’ll show you how to quickly connect Airtable and Google Calendar to Unito so that any records you add in Airtable can appear as events in your calendar if you want them to.
Our Airtable-Google Calendar integration has two goals:
- Create new events in Google Calendar based on specific records in Airtable;
- Keep those records and events in a two-way real-time sync so that changes in either app will appear in the other.
Here’s what our demo calendar looks like after connecting Google and Airtable to Unito:
Why connect Airtable and Google Calendar?
Above all, Unito is designed to facilitate collaboration through automation. Put simply, we handle the tedious, time-consuming tasks so that your team can focus on the bigger picture. In this case, we’re talking about saving you from having to copy-paste details from specific records into your calendar. If you use Airtable on your mobile device, this is even more handy: something comes up at work and you want it in Airtable and your Google Calendar? Add it as an Airtable row and Unito will automatically duplicate the key details into a new calendar event.
In broader terms, this integration is also useful for extending visibility on key deadlines, events, delegating time-sensitive tasks, etc. Syncing Airtable with Google Calendar is a smart next step for any professional who’s ready to take their workflow automation game to the next level. Here’s what one of our records looks like after syncing to an event:
Who should sync Airtable and Google Calendar to Unito?
Any team that uses Airtable for work and Google Calendar to manage their schedule will benefit from syncing these tools. This article will present a single use case to show you what Unito can do, but feel free to adapt it to your needs and build on it. After you’re finished, we encourage you to experiment and personalize your Airtable – Google Calendar flow to make it your own.
So let’s imagine there’s a team in Airtable planning their roadmap with a database that includes details about upcoming initiatives or activities that are time-sensitive. The team wants to make that information visible internally through Google Calendar for anyone who doesn’t work with Airtable every day. Alternatively, they might want to provide visibility to teams that work from their phones often who are more likely to check Google Calendar instead of Airtable for key dates.
Each event synced to Airtable could have its own list of guests, details, dates and times, etc. Syncing Airtable with Google Calendar will automatically update any changes made to a record or a related event in real-time.
Before you connect Airtable and Google Calendar to Unito
In order to sync your Airtable records, you’ll just need to follow a few steps to prepare your base beforehand:
Add a Last Modified Time field as your last column in Airtable
From your Airtable base, click + to add a column, scroll down the list and look for Last Modified Time. Not to be confused with Last Modified By. They’re different fields with similar sounding names, so don’t mix them up. You can give it a name, or not, but this field won’t be mapped by Unito. It is required, however, for your flow to function as intended.
TL;DR – Make sure your Airtable has a Single-line text field called Title and a Last Modified Time field.
Generate an API key in Airtable
In order to connect Airtable to Unito, you’ll first need to follow an authentication process. From any menu in Airtable, select your profile icon, then Account.
In the next screen, select Generate API key. A number will then appear masked by asterisks. Left-click the asterisks to reveal the API. Copy this number for the next part.
Now you’re ready to build a flow in Unito!
Step 1. Connect Airtable and Google Calendar to Unito
Navigate to the Unito App and select +Create Flow. On the next screen, select Start Here to connect Airtable and Google Calendar. When you connect Google Calendar for the first time, make sure to select every checkbox in order for your flow to function properly.
Next, you’ll need to specify which account, database, and calendar you wish to sync through Unito.
In the above example, I’ve chosen to sync a calendar labelled “Tasks for My Calendar” with a tabel called “Shared Airtable Calendar”. I know what you’re thinking, and yes- those are highly creative and original names.
When you’re ready to proceed, click Confirm.
(optional): Browse our overviews of Airtable and Google Calendar to get a better sense of the limits and capabilities of each.
Step 3. Set a flow direction from Airtable to Google Calendar
For this use case, we’re going to create new events in Google Calendar based on records in Airtable. So make sure the directional arrow points from Airtable to Google Calendar.
Calendar on new marketing activities, we’ll set a 1-way flow from Airtable to Google Calendar.
Unito is a versatile tool that lets you decide how to sync your work. If we wanted to, we could also create Airtable records based on events in Google Calendar. That’s what you’d get with a one-way flow from Google Calendar to Airtable. Just keep in mind that with a two-way flow, you’ll need to set precise rules for each direction.
Click Confirm when you’ve chosen a flow direction.
Step 4. Set rules to sync Airtable Records to Google Calendar Events
Next, we’ll set up rules to filter out records we don’t want to appear as events in Google Calendar. A great way to do so is by using Airtable’s single-select fields and/or colors in Google Calendar. See below for an example.
Select Add a new trigger to customize your rule set.
Since you get to name all your fields in Airtable, you have a lot of flexibility here to customize as you see fit. In the above example, we’ve told Unito to create Google Calendar events based on records with specific statuses we’ve chosen. That way, only those records will become events and no others.
Find out more about setting rules.
Step 5. Set up field mappings between Google Calendar Events and Airtable Records
Unito turns the details of your Airtable records and Google Calendar events into mappable fields that can be synced together between tools. But when you first get to this screen, you’ll be asked if you’d like to auto-map your fields or choose them manually. Since Airtable fields are all unique to your particular setup, you’ll have to go with the DIY approach.
Most fields will automatically be mapped for two-way updates, but you can modify them individually if you prefer one-way updates in some cases. With two-way updates, changes made in either tool will automatically update the other. A one-way update restricts changes to a single direction.
On the next screen, click + Add mapping to sync fields, then Select a field for each tool and find the field you wish to map.
In the above example, we’ve told Unito that our team members in Airtable will become guests in Google Calendar, while Status and a link to each Airtable record will appear in the event’s description footer and the rest should, hopefully, be self-explanatory.
Click Confirm when you’re satisfied with your field mappings.
NOTE: Unito is only able to identify your contacts (guests) by their email addresses. So if you want your guest list to be populated by the synced Airtable record, make sure each contact and their email exists already in both apps.
Find out more about setting field mappings.
Step 6. Save, launch your flow, and go!
And that’s it! You’ve just completed a flow between Airtable and Google Calendar. Congratulations!
If you’ve followed the steps above, your flow will now:
- Create an event in Google Calendar for every Airtable record you’ve included in the rule set.
- Sync dates, times, guests, event titles and descriptions between your tools and keep them up to date in real-time.
If you have any questions, don’t hesitate to reach out and let us know. Our live support team is ready to jump in and lend a hand to make sure your flows always functions as intended.
About This Airtable Guide
Here are just a few reasons why syncing with Unito makes more sense than a native embed:
- Your calendar can be edited: Native integrations are typically 1-way, so you’re stuck with a read-only view. Unito lets you sync changes in Airtable to Google Calendar so any updates you make on either end are immediately reflected in the other.
- You can choose a private or public calendar: We know privacy and security matter to you. That’s why, unlike with a native integration, your calendar events can stay private as they’re synced with other tools.
- A calendar sync is just the start: Unito offers over 30 integrations you can connect to Airtable and Google Calendar. That means Airtable can become your hub, or all-in-one solution, regardless of the other tools your team uses.