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Daily

Put birthdays, anniversaries and probation dates on the calendar

Birthdays, work anniversaries and probation end dates from your employee sheet appear as calendar events ahead of time.

Runs
Daily
Apps
Google Calendar, Google Sheets
AI
Not needed
Access
Sheet read; Calendar write

Send this to your assistant

Create a ClickRuntime automation: every day, check my employee sheet and create calendar events for upcoming birthdays, work anniversaries and probation end dates.

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

The owner of a twenty-person company keeps staff details in a spreadsheet. Birthdays get missed, a five-year anniversary passes without a word, and a probation review is noticed two weeks after it was due, which is awkward for everyone and sometimes a contract problem.

This automation reads your employee sheet every day and adds the coming dates to your calendar, so they show up alongside your meetings where you will actually see them.

What you get out of it

  • Probation reviews happen on time

    A review that slips past its date can create contract and fairness problems. A calendar event makes the deadline visible in advance.

  • People feel remembered

    Marking birthdays and anniversaries is a small gesture that matters, and it no longer depends on someone's memory.

  • The sheet stays the source

    Add a new starter to the sheet as usual and their dates reach the calendar the next day. Nothing has to be entered twice.

  • Shared with whoever needs it

    Events can go on a shared team or HR calendar, so managers see the dates for their own people.

How it works

What happens, step by step

  1. Every day ClickRuntime reads your employee sheet.

  2. It finds birthdays, work anniversaries and probation end dates coming up in the next 30 days.

  3. Dates that already have an event are skipped.

  4. A new all-day event is added to your Google Calendar for each remaining date.

Before it runs live

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

What you get

RunsDaily
Put birthdays, anniversaries and probation dates on the calendartoday, 9:00Succeeded
Google Calendar · HR datesProbation ends: Jordan (Northwind warehouse) · Fri 7 Nov

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

  • Run it at a different time, more or less often, or only on weekdays
  • 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.
hr_dates_from_a_sheet_onto_the_calendar.pyexample
from datetime import date, timedelta
from google.oauth2.credentials import Credentials
from googleapiclient.discovery import build
from clickruntime import on_trigger, credentials, state

SHEET_ID = "your-spreadsheet-id"

@on_trigger
def run(event):
    creds = Credentials(credentials.connection("google", "work"))
    rows = build("sheets", "v4", credentials=creds, cache_discovery=False).spreadsheets().values().get(
        spreadsheetId=SHEET_ID, range="Staff!A2:D").execute().get("values", [])
    cal = build("calendar", "v3", credentials=creds, cache_discovery=False)
    done, today, added = set(state.get("done") or []), date.today(), 0
    for name, birthday, start, probation in [(r + [""] * 4)[:4] for r in rows]:
        dates = []
        for label, raw, yearly in (("Birthday", birthday, True), ("Work anniversary", start, True), ("Probation ends", probation, False)):
            if raw:
                d = date.fromisoformat(raw)
                d = d.replace(year=today.year if d.replace(year=today.year) >= today else today.year + 1) if yearly else d
                dates.append((f"{label}: {name}", d))
        for title, d in dates:
            key = f"{title}|{d}"
            if today <= d <= today + timedelta(days=30) and key not in done:
                cal.events().insert(calendarId="primary", body={"summary": title, "start": {"date": d.isoformat()},
                                                                "end": {"date": (d + timedelta(days=1)).isoformat()}}).execute()
                done.add(key); added += 1
    state.set("done", list(done))
    return {"added": added}

FAQ

Common questions

Which columns does it need?
A name column and date columns for birthday, start date and probation end. You tell it the column names when you set it up.
How far ahead are events created?
Events are added for dates in the next 30 days by default, which gives time to plan a card, a review or a lunch.
Will it create the same event twice?
No. Each event is created once per person and date, even though the sheet is checked every day.
What permissions does it need?
Sheet read; Calendar 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 runs (daily). Checks that find nothing to do 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 “Put birthdays, anniversaries and probation dates on the calendar” from your assistant

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