Google Calendar

Overview

The Gravity Forms Google Calendar Add-On connects Gravity Forms to Google Calendar, making it easy to create calendar events, accept bookings for available time slots, and manage registrations for existing events.

Create a Google Calendar feed for any form and choose whether to create a new event or register the submitter for an event already on your calendar. Event titles, descriptions, locations, dates, times, guests, reminders, and other details can be populated from form submissions using field mappings and Gravity Forms merge tags.

For appointment scheduling, the Booking Slot field displays times that are genuinely available based on your weekly hours, date exceptions, booking window, minimum notice, buffers, and busy periods across one or more calendars. For classes, workshops, and other scheduled events, the Calendar Event field lets visitors select an existing event while Gravity Forms tracks registrations and remaining capacity.

The result is a flexible way to turn WordPress forms into calendar-connected booking and event registration workflows without manually transferring submission details to Google Calendar.

Key Benefits

• Create Google Calendar events automatically from Gravity Forms submissions
• Let visitors book available appointment times with the Booking Slot field
• Check multiple Google calendars for scheduling conflicts
• Configure weekly availability, slot duration, buffers, minimum notice, and booking windows
• Close specific dates or define special hours with date exceptions
• Re-check availability during submission to help prevent double bookings
• Let visitors register for events already listed in Google Calendar
• Filter displayed events using a Google Calendar search query
• Set registration capacity and display the number of remaining places
• Hide full events or show them as unavailable
• Optionally add registrants to Google Calendar events as guests
• Map event start and end values from Gravity Forms Date and Time fields
• Create events using a selected Booking Slot as the event time
• Create timed, all-day, or recurring events
• Build event titles, descriptions, and locations with Gravity Forms merge tags
• Add mapped attendees and fixed guest email addresses
• Let Google send calendar invitations to attendees
• Add Google Meet conferencing links to created events
• Use default calendar reminders or configure custom email and notification reminders
• Mark created events as busy so they block future booking slots
• Use conditional logic to control which submissions create events or registrations
• Delay event creation until payment is received
• Update created events when their Gravity Forms entries are edited
• Cancel created events when entries are deleted, trashed, or refunded
• Store calendar IDs, event IDs, event links, times, Meet links, and processing status with each entry
• Use event, Meet, start-time, and end-time merge tags in confirmations and notifications
• Reprocess feeds without creating duplicate calendar events
• Connect directly through your own Google Cloud OAuth credentials

How It Works

Connect the add-on to Google Calendar using OAuth credentials from your own Google Cloud project, then create a Google Calendar feed from the settings area of a Gravity Form.

Each feed can perform one of two actions:

Create a Calendar Event

When a visitor submits the form, the add-on:

1. Collects the dates, times, booking slot, attendee details, and other values configured in the feed.
2. Builds the event title, description, and location using submitted values and merge tags.
3. Creates a timed or all-day event on the selected Google Calendar.
4. Optionally adds guests, sends invitations, creates a Google Meet link, applies reminders, and sets a recurrence rule.
5. Stores the event ID, event link, Meet link, start time, end time, and processing status with the Gravity Forms entry.
6. Makes those details available through merge tags for immediate use in confirmations and notifications.

Created events use deterministic IDs, so reprocessing the same feed and entry does not create duplicate events. If the entry is later edited, the corresponding calendar event is updated. The event can also be cancelled automatically when the entry is deleted, moved to the trash, or associated with a refunded payment.

Book an Available Time

Add the Booking Slot field to a form and configure its calendar, working hours, slot length, buffer, minimum notice, and booking window.

When a visitor chooses a date, the add-on:

1. Generates potential appointment times from the configured availability rules.
2. Checks the selected calendar and any additional conflict calendars for busy periods.
3. Displays only the times that are currently available.
4. Re-checks the selected time when the form is submitted.
5. Temporarily holds the slot while the event is created to reduce the risk of simultaneous bookings.
6. Creates the Google Calendar event using the confirmed booking time.

Register for an Existing Event

Add the Calendar Event field to a form and select the Google Calendar containing the events visitors can join.

When the form is displayed and submitted, the add-on:

1. Loads upcoming events from the selected calendar.
2. Optionally filters them using a title and description search.
3. Counts existing Gravity Forms registrations for each event.
4. Displays remaining capacity and hides or disables full events.
5. Re-checks capacity when the form is submitted.
6. Stores the registration and calendar event details with the Gravity Forms entry.
7. Optionally adds the registrant to the Google Calendar event as a guest.

Gravity Forms remains the source of record for registrations, allowing entries to work with its notifications, exports, payments, and other add-ons while Google Calendar manages the event schedule. site using a location-level Private Integration Token.