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.
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
ClickRuntime starts as soon as your booking form sends a request.
It ignores a request it has already handled, so a repeated submission does not book twice.
It checks your calendar for the first free slot in your working hours and creates the appointment with the client as a guest.
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
Build your own
Need it to work differently?
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
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?
Does the client get an invitation?
What if the same client books again?
What permissions does it need?
Does it need AI?
How many runs does it use?
Can I change how it works?
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