Automated communication
Multistep workflow
The problem:
Event leaders faced the daunting task of generating more than 250 personalized group agendas (spanning nearly 1,800 managers) and sending calendar invites manually to virtual attendees—a time-intensive process vulnerable to human error and inconsistencies. Additionally, leadership requested specific controls, such as no email notifications upon invite creation and that documentation must include cohort-specific details.
The solution:
A scalable scheduling system implemented using Google Workspace tools and automation. Standardized agenda templates were created for each event type, and formulas were used to dynamically generate the 250 different personalized versions. Google Calendar invites were automatically created in batches using JavaScript, ensuring precise scheduling without triggering notification emails. Each calendar event was matched with a unique Google Meet link, which was automatically inserted into the corresponding agenda documents to complete the customization process.
The benefits:
Removed hundreds of hours of manual work related to agenda and invite creation
Delivered personalized participant experiences at scale with minimal overhead
Maintained full consistency across calendar invites and documentation
Met requirements for silent calendar creation and document formatting
Created a repeatable, scalable model for future multi-cohort event scheduling
Google Workspace tools
A Google Sheet acted as our database and development platform—which is where documents were personalized and calendar invites were automated. Auto Triggers were built into the backend JavaScript and run from Google Sheet's Apps Script development environment, which enabled push-button actions (like link inputs for tracking).
JavaScript formulas
This JavaScript automates two main workflows that tie Google Sheet, Google Calendar, and Google Docs templates together. Calendar events are created from sheet data, tracked by status:
Agenda documents are automatically generated from a template, with placeholders filled and links embedded.
Docs can later be updated with new links if needed.
A custom menu makes all these functions available from inside the spreadsheet.
Standardized templates
Standardizing on Google's cloud-based environment allowed for the automatic creation of nearly 250 unique documents that included cohort-specific links for each group.
