Scheduling appointments or taking bookings from your WordPress site? As a webmaster with over 15 years of experience, I‘ll show you how to automatically sync everything to Google Calendar.
This in-depth guide will teach you how to connect WordPress form entries to Google Calendar events using Zapier.
I‘ll provide technical insights, troubleshooting tips, and best practices tailored for WordPress users at any level of expertise. Soon you‘ll wonder how you ever managed bookings manually!
- Why Every WordPress User Needs This Google Calendar Integration
- Step 1: Install WPForms – the Best Form Builder for WordPress
- Step 2: Install the WPForms Zapier Addon
- Step 3: Create Your Zapier Account
- Step 4: Set Up the New Form Entry Trigger
- Step 5: Set Up the Google Calendar Event Action
- Step 6: Customize the Google Calendar Event Details
- Step 7: Test Your Zapier Integration
- Step 8: Turn on Your Zap and Automate Your Calendar
- Maximizing WordPress and Google Calendar for Flawless Scheduling
Why Every WordPress User Needs This Google Calendar Integration
Let‘s start with why sending your WordPress form data to Google Calendar is a game changer:
No More Manual Data Entry
Form submissions instantly appear on your calendar – no copying and pasting needed. This alone can save you hours of tedious admin work.
Avoid Double Bookings
Google Calendar makes it easy to see your availability at a glance. No more accidentally scheduling overlapping events.
Get Notifications and Reminders
With Google Calendar, you‘ll never miss an important meeting or booking again. Custom reminders ensure you stay up to date.
Mobile Access Anywhere
Your calendar is accessible on all devices – phone, tablet, computer. You can manage bookings on the go.
Share Appointments with Your Team
Give the right people access to your calendar. Everyone stays looped in on upcoming appointments and schedule changes.
Send Invites to Clients
Clients can add appointments right to their own Google Calendar. No need to manually send meeting details.
Millions of Businesses Run on WordPress and Google
WordPress powers over 41% of all websites on the internet. And Google Calendar is used by over 1 billion users worldwide.
Chances are, you already rely on both platforms daily. So why not connect them?
Combining WordPress and Google Calendar enhances your booking and appointment process tenfold.
Next, I‘ll walk you through exactly how to set it up step-by-step.
Step 1: Install WPForms – the Best Form Builder for WordPress
For this demo, we‘ll use the WPForms WordPress plugin to create our booking form.
I recommend WPForms because:
- It‘s easy to use, even for beginners
- Comes with pre-built templates like appointment schedulers
- Offers powerful features for marketing and email automation
- Is trusted by over 6 million websites
First, install and activate WPForms on your WordPress site. You‘ll need the Pro plan ($39 per year) to connect it to Zapier later.
In your WordPress dashboard, go to WPForms » Add New to launch the form builder.
Let‘s build a simple contact form to collect:
- Start time
- End time
Here‘s what our booking form looks like:[Screenshot of booking form]
The Form Templates addon lets you select from pre-built templates like appointmente scheduling forms.
Once you finish your form, embed it on your site using the WPForms block. Don‘t forget to publish the page!
Test Your Booking Form
Before moving on, it‘s crucial to test that your WordPress booking form works correctly.
Navigate to your published form page and submit a test entry. Fill out all fields properly.
Submitting an entry now makes the Zapier setup smoother later.
Now your working booking form is ready to connect to Google Calendar.
Step 2: Install the WPForms Zapier Addon
To automatically send WordPress form data to Google Calendar, we‘ll use a helpful third-party service called Zapier.
Zapier seamlessly connects different apps and services using automations called "Zaps."
First, install the official WPForms Zapier addon:
WPForms » Addons » Search "Zapier" » Install
Activating this addon allows your WordPress forms to "talk" to Zapier.
Next, go to the WPForms Integration settings and copy your Zapier API key to connect your accounts.
Don‘t worry – this key is safe and private. You‘ll need it soon.
Now we‘re ready to set up our automated Zap!
Step 3: Create Your Zapier Account
Head to Zapier and sign up for a free account if you don‘t have one yet.
With a free Zapier account, you can create two live Zaps connecting your forms and calendar.
In your Zapier dashboard, click "Make a Zap" to build a new automation. Give it a name like "Calendar Bookings".
Step 4: Set Up the New Form Entry Trigger
Every Zap needs a trigger – an event that kicks off the automation.
In our case, the trigger event will be a new booking form entry.
Under Choose App & Event, search for WPForms and select it as your app.
For the event, choose "New Form Entry". This fires whenever someone submits your form.
Click Continue to proceed.
Now Zapier needs you to connect your WPForms account. Click the button to sign in.
Enter the WPForms API key you copied earlier. Also add your WordPress site URL.
After logging in, pick the contact form you want to use from the dropdown.
Click the "Test trigger" button. Zapier will display your test submission!
This ensures your form is connected properly. Click Continue.
Step 5: Set Up the Google Calendar Event Action
Now we need to set up the action that will occur – adding the booking to Google Calendar.
Search for Google Calendar and select it as your action app.
For the event, choose "Create Detailed Event" to maximize options.
Sign into your Google account when prompted. Allow Zapier permission to manage your calendars.
Step 6: Customize the Google Calendar Event Details
In this step, you get to define exactly what booking details get added to your calendar.
First, pick which calendar you want the events to go to.
For the event title, I recommend using a field like "Booking" or "Appointment".
Next, select the message field for the description to capture any details the client included.
Choose your date, start time, and end time fields to automatically populate those in Google Calendar.
You can also add the client‘s email address so they receive the event invite.
When finished customizing, click Continue.
Step 7: Test Your Zapier Integration
Before activating your Zap, it‘s crucial to test it out.
Zapier lets you preview what event details will be sent to Google Calendar.
Verify the information looks correct. Then click "Test & Continue" to create a test event.
Open Google Calendar to confirm your test event was added properly!
Step 8: Turn on Your Zap and Automate Your Calendar
The final step is turning on your Zap to active the automation.
Click the "Turn Zap On" button and your integration will start working instantly!
Now any time someone submits your booking form, it will automatically create an event in Google Calendar.
No more manually adding appointments or missing bookings in your hectic schedule.
Maximizing WordPress and Google Calendar for Flawless Scheduling
Connecting your WordPress forms to Google Calendar supercharges your booking process.
Here are some additional tips to get the most out of your new integration:
Set up email reminders in Google Calendar so clients don‘t miss appointments.
Use Google‘s appointment slots feature to restrict booking times.
Integrate Calendar with Gmail for fast email confirmations to clients.
Share calendar access with staff so everyone‘s on the same scheduling page.
Use the Google Calendar mobile apps to manage bookings on the go.
Create separate calendars for different appointment types to stay organized.
Install the Calendar Widget for WordPress to display your schedule on your site.
Add calendar icons to relevant pages so clients can easily check your availability.
And that‘s my complete guide on connecting WordPress forms to Google Calendar!
Let me know if you have any other questions. I‘m always happy to help fellow WordPress users master these platforms.