Google Sheets integration

  • Updated

Using Google Sheets (Spreadsheet) integration, you can post the information to a spreadsheet when a booking is completed or cancelled.

Google Sheets (Spreadsheet) integration is available to all registered TimeRex users.

 

For information on how to deal with errors in Google Sheets (spreadsheet) integration, please refer to this page.

What to do when an error occurs in Google Sheets integration

 

What you need for integration

 

How to make the most of it

  • Get a list of all bookings and cancellations made on each schedule adjustment calendar at a glance.
  • Copies of the linked spreadsheets (worksheet or file copies) can be reviewed in detail if sorted or filtered as described below.
    • Check future appointments by sorting by the date and time of the appointment.
    • The schedule adjustment calendar for "One or more participants must be available" allows you to narrow down the person in charge (participating member) and check his/her schedule.
    • By filtering by the name of the schedule adjustment partner (guest), you can check the information entered in the questions.
  • Copies of the linked spreadsheets (worksheet or file copies) can be processed to perform the following aggregation and analysis.
    • The number of cases handled by each person in charge (each participating member) can be totaled.
    • The number of bookings can be analyzed.

 

How to connect TimeRex and Google Sheets (Spreadsheet)

  1. By the team owner or administrator, login to TimeRex with your regular Google or Microsoft account
  2. Switch to the appropriate space and click the "Team Settings" button
  3. Click "Google Sheets" in the "Integrations" menu to access the Google Sheets integration page
  4. Click the "Connect" button
  5. Select or login to your Google account
  6. Allow access to Google Sheets

Integration with Google Sheets must be implemented on a space-by-space basis.

Switch to the space where the schedule adjustment calendar you want to integrate into Google Sheets is located, and set up the integration by clicking the "Team Settings" button.

 

How to use Google Sheets (Spreadsheet) integration

After the integration with Google Sheets in the Team Settings is complete, click "Add service Integration" in the "Service Integration" section of the schedule adjustment calendar's Advanced settings.

 

Click on "Google Sheets".

Click the "Integration with Google Sheets" button to automatically create a spreadsheet.

The automatically created spreadsheet can be viewed from "Go to linked spreadsheets".

 

When a booking is completed or cancelled in a schedule adjustment calendar with Google Sheets integration set up, the content is reflected in an automatically created spreadsheet.

 

Notes on Google Sheets (Spreadsheet) integration

Please do not edit the spreadsheets automatically created by TimeRex.

Editing within the "Events" sheet may result in unintended data updates or linkage errors.

The three points that require special attention are as follows:

 

Note 1: Do not move/add/delete rows

Do not move/add/delete rows in the linked spreadsheet.

Do not add rows in the middle of the data either.

Unintended rows may be updated.

 

Note 2: Do not move/add/delete columns

Do not move/add/delete columns in the linked spreadsheet.

Do not add columns in the middle of the data either.

Unintended columns may be updated.

 

Note 3: Do not change the worksheet name

Do not change the sheet name of the automatically created "Events" sheet.

If the sheet name is changed, an error will occur and data will not be linked.

If you have already changed the sheet name of the "Events" sheet, change it again to "Events" and the data will be linked correctly from the next booking completion.

Even if an error occurs in the linkage, bookings or cancellations can still be made.

 

About the automatically created spreadsheets

  • The spreadsheet will be automatically created with the name of the schedule adjustment calendar already entered when you click "Integration with Google Sheets" as the file name.
  • If the schedule adjustment calendar name is blank, an untitled spreadsheet will be created.
  • An "Events" sheet and a "Document" sheet are created in the automatically created spreadsheet.
  • The "Events" sheet is created blank, and a title row is added along with the data row the first time it is linked.
  • In the "Document" sheet, a link to this support page will be inserted.
  • If the schedule adjustment calendar name is changed after the spreadsheet is created, the spreadsheet file name will not be changed.
  • Although changing the file names of the spreadsheets will not cause any problems with the linkage, please be careful not to make it impossible to tell which spreadsheet is linked to which schedule adjustment calendar.
  • If you are unsure which spreadsheet is linked to your schedule adjustment calendar, click on "Go to linked spreadsheets" to check.
  • The automatically created spreadsheets go into the "TimeRex" folder, also created automatically.
  • Manually deleting a linked spreadsheet will not be detected on the TimeRex side, and you will see that the file has been deleted when you click "Go to linked spreadsheets".
  • You can delete the link to the schedule adjustment calendar by clicking the trash button to the right of "Go to linked spreadsheets", but this will not delete the spreadsheet that you have already created.
  • Please move the automatically created spreadsheets to a shared folder or other location as necessary, as linkage will continue even if the destination folder is changed.

 

About the automatically created "TimeRex" folder

  • The "TimeRex" folder will be created in the My Drive of the Google account selected during Google Sheets integration in the team settings.
  • If the "TimeRex" folder automatically created by TimeRex does not exist when "Integration with Google Sheets" is clicked, a new folder will be automatically created.
  • If you have manually created a "TimeRex" folder in My Drive, a separate "TimeRex" folder will be automatically created.
  • The "TimeRex" folder is common to all teams, so even if multiple teams are linked to Google Sheets, they will all be in the same folder.
  • If you rename the automatically created "TimeRex" folder, the linkage will continue, but the "TimeRex" folder will be added to My Drive again when a new spreadsheet is automatically created.
  • The linkage will continue even if the automatically created "TimeRex" folder is moved, but the "TimeRex" folder will be added to My Drive again when a new spreadsheet is automatically created.

 

What will be posted to Google Sheets

The contents of the linkage are basically immediately reflected in the spreadsheet.

However, in the case of a rescheduling by a guest, there will be a time lag in reflecting the changed date and time. (Cancellations are reflected immediately.)

In the case of a reschedule from a guest, the cancellation of the date and time and the new date and time will be registered. (This is the same as a notification email.)

 

The spreadsheet includes as follows:

  • Event ID
  • Schedule (date / time zone)
  • Web Meeting URL (if you selected Zoom / Google Meet / Microsoft Teams in Online Meeting Settings)
  • Status (confirmed / cancelled)
  • Reason for Cancellation
  • Canceled by
  • Member(s) attending (name(s) of member(s) attending on the host side)
  • Date and time of transmission (date and time when the schedule was confirmed)
  • Company name (guest's company name)
  • Name (guest's name)
  • Email address (guest's email address)
  • Comment (Guest's comment)
  • Other information obtained from the guest (answers to the items set by the question customization function)
    【Notes】
    • Question item customization is only available with the Premium Plan.
    • If the question title is changed after the question has been written to the spreadsheet in the Google Sheets integration of the relevant schedule adjustment calendar at least once, the item title in the spreadsheet will be changed the next time the schedule adjustment is finalized.

 

How to disconnect Google Sheets and TimeRex

【Notes】

  • Disconnecting the integration does not delete the "TimeRex" folder automatically created in Google's My Drive or the spreadsheets created in it.
  • Please delete the Google Sheets integration settings for each schedule adjustment calendar from the Trash button before disconnecting the integration.

 

If you wish to cancel the integration between Google Sheets and TimeRex, you can do so by clicking the "Disconnect" button on the Google Sheets integration page.

 

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