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Google Calendar Task

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About the Google Calendar Task

Automate your scheduling process by linking Qualtrics to your calendar. The Google Calendar task allows you to automatically create and cancel Google Calendar events based on survey responses.

Qtip: This feature is available to any user with access to workflows.

Connecting a Google Calendar Account

Before you can use the Google Calendar Task, you must connect a Google Calendar account for Qualtrics to schedule events with. Accounts may be added by Brand Administrators for other users in the brand to use, or by individual users for their personal use.

Adding an Account as a Brand Administrator

If you are a Brand Administrator, follow the steps in this section to add a Google Calendar account for some or all users in your license to use.

  1. Using the navigation menu in the top-left, go to Admin.
    Menu dropdown with Admin tab selected
  2. Go to Extensions.
    List of extensions with #3 next to Google Calendar extension.
  3. Click the Google Calendar extension.
  4. Click Add Account. Google calendar extension overview with #4 next to "Add account" button
  5. Give the account a name. This name is used for organizational purposes and to identify the account. New account screen with name and connect account buttons highlighted.
  6. Click Connect Account.
  7. Proceed to log in to your Google Calendar account.Google Calendar sign in screen

For more on managing which users have access to this account, see Determining Who Can Use an Extension Account.

Adding an Account as an Individual User

Follow the steps in this section to add a Google Calendar account for your personal use. Only you will be able to use the account that you connect.

  1. Follow the steps in Creating a Google Calendar Task section until you get to the step where you select an account to use.
  2. Click Add user account. Choose account screen with "add user account" button highlighted.
  3. Give your account a name. This name is used for organizational purposes and to identify the account. Add user account screen
  4. Click Connect Account.
  5. Proceed to log in to your Google Calendar account. Google Calendar sign in screen

Setting up a Google Calendar Task

Creating a Google Calendar Event

  1. Navigate to the Workflows tab of a survey, or the global Workflows page.
    Qtip: To link this to a particular survey’s responses, we recommend starting in the Workflows tab of a survey.
  2. Click Create a workflow.
  3. Create either a scheduled or event-based workflow. See Scheduled vs. Event-Based Workflows for more information.
    Qtip: To automatically use this survey’s responses to add events to your Google Calendar, this should be an event-based workflow.
  4. Determine the schedule for your action (if scheduled) or choose the event that begins the action (if event-based).
  5. If desired, click the plus sign ( + ) then Conditions to add conditions to your action, which determines when the action runs.
  6. Click the plus sign ( + ) and then Task.
  7. Select Google Calendar.
  8. Select Create Google Calendar event.
  9. Click Next.
  10. Choose the Google account to modify calendar events in. Any accounts added by Brand Administrators, as well as accounts you’ve added yourself, will be listed here.
  11. If you want to add new account credentials, click Add new account and follow the steps in the Connecting a Google Calendar Account section.
  12. Click Next.
  13. Select a Google Calendar from the dropdown.
  14. Select whether the event is an all day event.
    Qtip: If “all day event” is selected, the start time and end time options will not appear.
  15. Specify a start date and end date for the event. If the event is not an all day event, specify a start time and end time.
    Qtip: Dates should be in the format yyyy-mm-dd, and times should be in the format hh:mm.
  16. Select the timezone for the event.
  17. Choose how often the event should repeat.
  18. If desired, add guests to the calendar event. If you add guests, you can also choose to send a reminder to the host based on their calendar’s settings, or send a reminder to the host based on their calendar’s settings.

    Qtip: Add guests by typing in a comma-separated list of emails.
  19. Add an event title. If desired, you can also add a description and location.
    Qtip: Selecting Add Google Meet video conferencing will add a “Join with Google Meet” button to the calendar invite.
  20. Select the calendar visibility for this event.
  21. When you’re finished adding all your fields, click Save.

Using Piped Text

When creating a Google Calendar event you also have the option to use piped text for any of the fields. This allows you to customize calendar events based on information specific to each respondent, instead of using the same information for each respondent. Click the {a} icon next to a field to pipe in text from the survey. The available fields for piped text are the following:

  • Survey Question: The response to a specific survey question.
  • Embedded Data Field: The value of a specific embedded data field.
  • GeoIP Location: The location information of a respondent.
  • DateTime: A specific date or time.
    Qtip: When piping in a date, it should be in the format yyyy-mm-dd.
  • Panel Field: The value of a specific directory field.
  • Quota: The count of a survey quota.
Example: Pipe text from a panel field to automatically add the survey respondent as a guest on the calendar event. Piped text dropdown with recipient email and panel field selected.

Cancelling a Google Calendar Event

Cancelling an event involves many of the same steps as creating a new calendar event.

  1. Follow the steps 1-7 in Creating a Google Calendar Task section until you get to step 8, where you select which Google Calendar task you would like to use.
  2. Select Cancel Event.
  3. Click Next.
  4. Choose the Google account to modify calendar events on. Any accounts added by Brand Administrators, as well as accounts you’ve added yourself, will be listed here.
  5. If you want to add new account credentials, click Add new account and follow the steps in the Connecting a Google Calendar Account section.
  6. Click Next.
  7. Select a calendar.
  8. If desired, select a specific date to only show events that occur on that date. If no date is selected the event dropdown will display all events for the selected calendar.
  9. Select the event to be cancelled. Check Notify guests that this event has been cancelled if you want guests to receive an email about the cancellation.
  10. Click Save.