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Every 15 minutes

Invite new sheet registrants to your calendar event

Each new email in your registrations sheet is added as a guest to your event and gets a calendar invite.

Runs
Every 15 minutes
Apps
Google Calendar, Google Sheets
AI
Not needed
Access
Sheet edit; Calendar read+write

Send this to your assistant

Create a ClickRuntime automation: when a new row appears in my registrations sheet, add that email as a guest to my event in Google Calendar.

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 trainer runs a free monthly webinar. Sign-ups go into a Google Sheet from a form, and before each session she copies the new email addresses into the calendar invite. If she misses a few, those people never get the link and email to complain.

Adding each registrant to the event as soon as they sign up means everyone gets the invite, the link and any later time changes automatically.

What you get out of it

  • Nobody misses the joining link

    Each registrant gets a calendar invite with the video link, so it is in their calendar instead of buried in an email.

  • Time changes reach everyone

    If you move the event, every guest gets the update, which a one-off confirmation email cannot do.

  • No copying addresses

    The weekly job of pasting emails into the guest list goes away, along with the typos that come with it.

  • The sheet shows who was invited

    Each row is marked once its invite is sent, so you can see at a glance that everyone is on the list.

How it works

What happens, step by step

  1. Every few minutes ClickRuntime checks your registrations sheet for new rows.

  2. It skips rows already marked as invited.

  3. It adds each new email address as a guest on your Google Calendar event and sends them the invite.

  4. The row is marked as invited in the sheet.

Before it runs live

  • Connect Google Calendar
  • Connect your Google Sheets account and pick the spreadsheets it may use

What you get

RunsEvery 15 minutes
Invite new sheet registrants to your calendar eventtoday, 9:00Succeeded
Google Calendar · InviteInvitation: Acme Onboarding Webinar, Thu 12 Jun 4pm. Added: jo@northwind.example

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 Google Calendar and Google Sheets 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.
event_registrations_from_sheets_to_calendar_invites.pyexample
from googleapiclient.discovery import build
from google.oauth2.credentials import Credentials
from clickruntime import on_trigger, credentials, report_fetched

SHEET_ID, EVENT_ID = "your-spreadsheet-id", "your-event-id"

@on_trigger
def run(event):
    creds = Credentials(credentials.connection("google", "work"))
    values = build("sheets", "v4", credentials=creds, cache_discovery=False).spreadsheets().values()
    rows = values.get(spreadsheetId=SHEET_ID, range="Registrations!A2:C").execute().get("values", [])
    new = [(i + 2, r[1]) for i, r in enumerate(rows) if len(r) > 1 and (len(r) < 3 or r[2] != "invited")]
    report_fetched(len(new))
    if not new:
        return {"summary": "No new registrations"}
    cal = build("calendar", "v3", credentials=creds, cache_discovery=False).events()
    ev = cal.get(calendarId="primary", eventId=EVENT_ID).execute()
    guests = ev.get("attendees", []) + [{"email": email} for _, email in new]
    cal.patch(calendarId="primary", eventId=EVENT_ID, body={"attendees": guests}, sendUpdates="all").execute()
    for row, _ in new:
        values.update(spreadsheetId=SHEET_ID, range=f"Registrations!C{row}", valueInputOption="RAW", body={"values": [["invited"]]}).execute()
    return {"invited": len(new)}

FAQ

Common questions

Will guests see each other's email addresses?
You can hide the guest list in the event settings in Google Calendar, so each person sees only themselves and the organiser.
Is there a limit on guests?
Google Calendar allows a few hundred guests per event. For larger audiences, a webinar platform with its own registration is a better fit.
Can I use a different event each month?
Yes. Put the event in a column of the sheet or update the event setting each month, and new rows are added to that event.
What permissions does it need?
Sheet edit; Calendar read+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 each time it checks. Checks that find nothing new and stop right away aren't counted.
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 “Invite new sheet registrants to your calendar event” from your assistant

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