Workload - wanting to pull in Google Calendar Meetings

[Brooke_Christensen]

Hi!

I want to pull Google Calendar meetings into Asana so they are accounted for in the workload view for our team members.

I was hoping there is something out there better now than just setting up a Zap.

[Wynne_Fukuyama]

Hi @Brooke_Christensen ,

Currently, Google Calendar integrations only support creating Google invites from tasks.

As a workaround, here’s what I suggest:

1. Create a People custom field and a Google Calendar custom field. Enter the names of the meeting invitees. Creating the two custom fields will be used as triggers for the rule.

   This way, it will automatically assign subtasks to the meeting invitees, and they will receive a Google Calendar invite as well.

   
   

2. Create a rule using AI Studio to automatically assign subtasks to teammates.
   Use the People custom field as a trigger, then set a condition that when a People custom field is assigned to someone (e.g., Jamie, Alan, and Liona), the action is that it will automatically create a subtask assigned to that person, and the due date is set to the parent task due date (select date > due date).

   For the subtask title, use a variable to reference the parent task’s title, and tick on the Add subtask assignees as collaborators and Let AI decide the number of subtasks to create.

   Then, for the assignee field select variable assignee > Use AI

   Finally, don’t forget to include a prompt for the AI to know what to do. Kindly reference the image below.

   
   

3. Create another rule using the Google Calendar custom field.
   The parameter is when you set the Google Calendar custom field to Push, action is to Create a calendar event using Google Calendar integration.

   

And here is the sample result of the above workaround:
Once you mark the Google Calendar custom field as “Push,” the invites will be sent out automatically.

Hope this helps!

[Brooke_Christensen]

Unfortunately, this isn’t what we are looking for. We want existing meetings we have accepted on our google calendar - to be reflected in Asana as a task with the associated time of the meeting as the estimated time of the task. That way, when I see the workload view - I know my team’s true capacity.