Calendar template

How to Use the Google Calendar Planning Tool in 2022

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Stay in control of your schedules using Google Calendar’s scheduling tool. The Ascent explains how to use Google Calendar’s scheduling tool for your business.

Make no mistake: forgetting is expensive.

In business, you could lose thousands of contract dollars if you miss your scheduled meetings. On a personal level, you might miss important events, such as birthdays, anniversaries, or your little one’s first ballet recital.

No matter how you look at it, you might lose highligths when you forget.

That’s why you need a robust yet easy-to-use scheduling tool like Google Calendar. With it, you can stay on top of your schedules, making sure you don’t miss a single event. Google Calendar is great for appointment scheduling, lead generation, team collaboration, and more.

Overview: What is Google Calendar?

Google Calendar is a time management and calendar planning tool. It’s Google’s gift to people who want to better manage their time and increase their efficiency. Online Calendar Planner is great appointment scheduling software, available on the web and mobile apps. Google Calendar features are designed to easily share your schedule with your team.

4 features of Google Calendar

To show you how Google Calendar can help your business, let’s take a look at some of its core features.

1. Add video calls to your events

Instead of sending multiple emails back and forth to finalize the online meeting platform you’ll use to communicate with your guests, just click the “Add Google Meet video conferencing” button, and you’re ready to go. go.

The screenshot shows the options available when creating your event on Google Calendar.

Easily host online meetings with the Google Meet video conferencing option. Image source: author

Clicking the button creates a Meet video event that your invitees can easily click and approve when they receive your invitation. Here’s what happened after clicking the “Add a Google Meet video meeting” button.

The screenshot shows the Google Meet video URL.

Get Google Meet video URL in one click and share it with your guests and meeting attendees. Image source: author

Google Calendar lets you create a Meet video conference with just one click, making your online meetings easier.

2. Email Guests

Product launches, panel discussions, and town halls are proven ways to drive business or engage with your team and customers. However, if you don’t send event reminders to your attendees, they might forget about it, even if they’ve already committed to attend. It’s just what happens when people are busy.

Increase attendance at your event by sending an email reminder to your attendees. Click the “Add notification” button to set up automatic email alerts, and the Google Calendar app lets you choose when you want to send your reminders.

The screenshot shows the email reminder options on a Google Calendar event.

Set up automatic emails or notifications to remind your guests of your upcoming event. Image source: author

In addition to maximizing attendance at your important events, your attendees will also appreciate the reminder.

3. Guest Authorization

Google Calendar doesn’t just let you add attendees. It also lets you assign permission levels to the people you’ve added so that some can make changes to the meeting. This can be useful when you are not the only speaker in a meeting or if you have appointed moderators to host an event.

The screenshot shows guest permission options.

Set your preferred guest permissions to allow other users to edit events, invite others, and view your guest list. Image source: author

4. Create multiple calendars

Creating multiple calendars allows you to better organize your schedules and keep track of your events, activities, and tasks. For example, you can create separate calendars for your sales, accounting, marketing team, and other departments.

The image shows the event sharing and permissions settings.

Create multiple calendars and add specific people, permissions, notifications and more. Image source: author

Google Calendar software.

Your clients, team members, or family and friends can check the Google calendar you’ve shared to find the best time to contact you.

The software also lets you access your calendar from a web browser using a public URL, embed it on a webpage, and access it from another application.

How to Use the Google Calendar Planner Tool

There are several ways you can use Google Calendar as a scheduling tool. In this Google Calendar tutorial, we’ll explain how to use the scheduling app to schedule a meeting with your clients.

1. Create an event

To create an event, click on the “Create” button at the top left of the page or click on the online calendar.

Next, enter your event title and click the “Find a time” tab to set your meeting date and time. Don’t forget to select the time zone if your attendees are in different parts of the world.

The screenshot shows time and date options for setting your event schedule.

Easily configure the date and time of your client appointment on Google Calendar. Image source: author

2. Enter your guest’s email

Enter your invitees’ email addresses to send them a meeting invite. Google Calendar automatically suggests emails from people in your contacts, which you can click to add them to your guest list.

The image shows where you can add your guests' email addresses.

Add guest email addresses to invite them to your event or meeting. Image source: author

You can also invite people who don’t use the Google Calendar scheduling app by manually entering their email addresses.

Activate the Google Meet video conferencing option so that your guests receive the link to your virtual meeting room when they receive your invitation by email.

3. Set up your reminders

Google Calendar lets you set up email notifications to automatically remind your guests of your event. This way, your attendees won’t forget your meeting.

There is no single time window to send your reminders. Some send reminders 30 minutes before the event starts, while others hours, days or weeks before.

The screenshot shows the event notification settings.

Set up automatic alerts to remind your guests of your meeting. Image source: author

Set a single reminder or a sequence of reminders and select your preferred time to send your alerts. For example, you can send an email reminder two days before the event to confirm your prospect’s attendance, then send an alert 30 minutes before the meeting starts.

4. Add your meeting or event details

Few things are more frustrating than wasted time in a meeting. Get straight to the heart of the matter by adding your meeting description and attachments, including all the details your guests need to know before joining the event.

The screenshot shows where you can add the meeting description and details.

Add a description and other necessary details for your event. Image source: author

Adding a meeting description and relevant documents gives your guests a good idea of ​​your agenda. It also allows them to prepare and read any material you have sent that needs more time to go through.

5. Review your event information and save

Check your event details. Review the important meeting information to see if you’ve set the correct date and time and added the correct details and attachments.

You don’t want to put yourself and your client in the chaos and frustration of showing up to the meeting only to find they’ve got the wrong day.

The image shows the Save button on the event creation settings page.

Check your event details and save. Image source: author

Once you’re sure everything is set correctly and every detail is correct, click Save and you’re ready to go.

Manage your time like a pro with Google Calendar

Google Calendar makes it easy to schedule meetings, events, and other activities so you can focus on the things that matter. With smart yet easy-to-use features, Google Calendar will help you track and better manage your schedules.