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The moment it happens

Book appointments into your calendar and log clients in Airtable

Each booking request is placed in a free slot in your calendar and the client is added to your Airtable CRM.

Runs
The moment it happens
Apps
Airtable, Google Calendar
AI
Not needed
Access
calendar.events; Airtable write

Send this to your assistant

Create a ClickRuntime automation: when my booking form sends a request, find the first free slot in my Google Calendar, create the event with the client, and add them to my Airtable CRM.

Paste it into your assistant. It tells you what it will send or change before it runs live.

First time? Adding ClickRuntime to your assistant takes about two minutes.

Why use it

Why teams use this automation

A physiotherapist takes appointment requests through a form on her website. Each one means checking the calendar, finding a gap, creating the event, emailing the client and adding them to her client list. Between sessions she has little time, so requests wait hours and some people book elsewhere.

Placing each request straight into a free slot and recording the client in your CRM turns a request into a confirmed appointment in seconds. Therapists, coaches, consultants and other one-person practices use it to take bookings without a paid scheduling tool.

What you get out of it

  • Clients get a confirmed time straight away

    The calendar invitation arrives within seconds of the request, so people do not drift to another provider while waiting.

  • No double bookings

    Only times that are free in your calendar are offered, so a new appointment never clashes with an existing one.

  • Your client list builds itself

    Every person who books is added to Airtable with their contact details and appointment date.

  • Admin between sessions disappears

    Checking the calendar, creating events and updating records no longer fills the gaps in your day.

How it works

What happens, step by step

  1. ClickRuntime starts as soon as your booking form sends a request.

  2. It ignores a request it has already handled, so a repeated submission does not book twice.

  3. It checks your calendar for the first free slot in your working hours and creates the appointment with the client as a guest.

  4. The client's name, email and appointment time are added to your Airtable CRM.

Before it runs live

  • Connect Airtable
  • Connect Google Calendar
  • Paste your automation's link into the other app's webhook settings

What you get

RunsThe moment it happens
Book appointments into your calendar and log clients in Airtablejust nowSucceeded
Google Calendar · AppointmentsAppointment: Jamie Carter, Wed 6 Nov 10:00-10:45. Added to Clients in Airtable.

Build your own

Need it to work differently?

This template is a starting point. Copy the prompt and change it, or describe a different automation from scratch, with your own conditions, more apps or an AI step. Your assistant writes it, tests it and runs it on ClickRuntime.
  • Your own rules

    Conditions, thresholds, filters and exceptions, written the way you'd explain them to a colleague.

  • Any number of apps

    One automation can read from one app and update several others. Over 248 apps are ready, and anything with an API works too.

  • AI where it helps

    Summaries, classification, extraction and drafts use ClickRuntime's built-in AI, with no extra key.

  • On a schedule or on each event

    Runs as often as every 5 minutes, or the moment an app sends an event, and keeps track of what it already handled.

Changes you can ask for

  • Act only on the items that match your own rules, and skip the rest
  • Add an AI step, for example to summarize, sort or draft a reply
  • Add another app, for example also send it to Slack
  • Combine it with other Airtable and Google Calendar steps into one automation

Under the hood

The code that runs this automation

This is the Python script that runs each time the automation starts. Your AI assistant writes it for you when you send the prompt, and you allow each step in your assistant. To change how the automation works, describe the change to your assistant and it updates the script for you. For every function it can use, see the script reference.
book_appointments_into_calendar_and_log_the_client_in_airtable.pyexample
from datetime import datetime, timedelta, timezone
from clickruntime import on_event, credentials, http, state

BASE, TABLE, MINUTES = "appXXXXXXXX", "Clients", 45

@on_event
def handle(event):
    if state.get(f"done:{event.event_id}"):
        return {"skipped": "duplicate"}
    req = event.json
    g = {"Authorization": f"Bearer {credentials.connection('google', 'work')}"}
    day = datetime.fromisoformat(req.get("preferred_day") or (datetime.now(timezone.utc) + timedelta(days=1)).date().isoformat()).replace(tzinfo=timezone.utc)
    busy = http.post("https://www.googleapis.com/calendar/v3/freeBusy", headers=g, json={"timeMin": day.isoformat(),
                     "timeMax": (day + timedelta(days=1)).isoformat(), "items": [{"id": "primary"}]}).json()["calendars"]["primary"]["busy"]
    slot = next(s for s in (day.replace(hour=h) for h in range(9, 17))
                if not any(b["start"] < (s + timedelta(minutes=MINUTES)).isoformat() and b["end"] > s.isoformat() for b in busy))
    http.post("https://www.googleapis.com/calendar/v3/calendars/primary/events", headers=g, params={"sendUpdates": "all"},
              json={"summary": f"Appointment: {req['name']}", "attendees": [{"email": req["email"]}],
                    "start": {"dateTime": slot.isoformat()}, "end": {"dateTime": (slot + timedelta(minutes=MINUTES)).isoformat()}})
    http.post(f"https://api.airtable.com/v0/{BASE}/{TABLE}", headers={"Authorization": f"Bearer {credentials.secret('AIRTABLE_API_KEY')}"},
              json={"fields": {"Name": req["name"], "Email": req["email"], "Appointment": slot.isoformat()}})
    state.set(f"done:{event.event_id}", True)
    return {"booked": slot.isoformat()}

FAQ

Common questions

How does it choose the time?
It takes the client's preferred day if they gave one and books the first free slot in your working hours. You set the appointment length and your working hours.
Does the client get an invitation?
Yes. The client is added as a guest on the calendar event, so they get an invitation they can add to their own calendar.
What if the same client books again?
A new appointment is created each time. You can choose to update the existing Airtable record instead of adding a new one, matching on email address.
What permissions does it need?
calendar.events; Airtable write. Nothing else in your accounts is used.
Does it need AI?
No. It runs without AI, so it doesn't use your plan's AI allowance.
How many runs does it use?
One run for each event the app sends.
Can I change how it works?
Yes. Describe the change to your AI assistant, for example a different schedule, channel or filter. It updates the automation, tests it and tells you what changed.

Set up “Book appointments into your calendar and log clients in Airtable” from your assistant

Copy the prompt above, or connect your assistant first. Free plan, no credit card.