/How to Generate Weekly Agenda Emails from Google Calendar

How to Generate Weekly Agenda Emails from Google Calendar

Used Tools:

Make | Google Calendar | Gmail

Ever wished for a quick snapshot of your upcoming week without diving into your calendar? With Make, you can set up an automation that pulls events from Google Calendar and sends a concise weekly agenda straight to your Gmail inbox. It’s a straightforward process that takes about 45 minutes to set up, even if you’re new to automation. Once configured, you’ll receive a neatly organized email every week, keeping you on top of your schedule effortlessly.

Ever find yourself scrambling on Monday mornings, trying to recall what’s on your plate for the week? Let’s automate that! I’ll guide you through setting up a system that emails you a summary of your upcoming week’s events every Sunday evening. We’ll use Make (formerly Integromat), Google Calendar, and Gmail. No coding required, and it should take about 45 minutes to set up.

Step-by-Step Guide

1. Set Up a Make Account

First things first, if you haven’t already, sign up for a free account on Make. Once you’re in, click on “Create a new scenario” to get started.

2. Schedule the Automation

We want this automation to run every Sunday evening. Here’s how to set that up:

Add the Scheduler module as the first step in your scenario.
Configure it to run weekly on Sundays at your preferred time (e.g., 6:00 PM).

This ensures the automation kicks off at the right time each week.

3. Fetch Next Week’s Events from Google Calendar

Next, let’s pull in your events for the upcoming week:

Add the Google Calendar module and choose the Search Events action.
Connect your Google Calendar account.
In the module settings:
- Select the calendar you want to pull events from.
- Set the Start Date to {{addDays(now; 1)}} (this gets the date for Monday).
- Set the End Date to {{addDays(now; 7)}} (this gets the date for Sunday).
- Ensure Single Events is set to Yes to include recurring events.

This configuration fetches all events from Monday to Sunday of the upcoming week.

4. Aggregate Event Details

We’ll now compile the event details into a neat list:

Add the Text Aggregator module.
Set the Source Module to the Google Calendar module you just added.
Choose New row as the Row separator.

In the Text field, input:

<li>{{formatDate(1.start; "dddd, MMMM D, YYYY h:mm A")}} - {{1.summary}}</li>

This formats each event as a list item with the date, time, and event title.

5. Compose the Email

Time to put it all together and send the email:

Add the Gmail module and select the Send an Email action.
Connect your Gmail account.
Configure the email:
- To: Your email address.
- Subject: “Your Weekly Agenda: {{formatDate(addDays(now; 1); “MMMM D”)}} – {{formatDate(addDays(now; 7); “MMMM D”)}}”
- Content:
```
<html>
  <body>
    <p>Here’s your agenda for the upcoming week:</p>
    <ul>
      {{2.aggregatedText}}
    </ul>
    <p>Have a great week!</p>
  </body>
</html>
```

Ensure the Content type is set to HTML to properly format the email.

6. Test and Activate

Before going live:

Run the scenario once to test it. Check your inbox to see if the email looks good.
If everything’s in order, activate the scenario by toggling the switch in the top-right corner.

And that’s it! You’ll now receive a weekly email every Sunday evening with your upcoming events.

Optional Enhancements

Want to take it a step further? Here are some ideas:

Include Event Locations: Add {{1.location}} to the event details in the Text Aggregator module.
Filter Specific Events: Modify the Google Calendar module to only include events with certain keywords in the title.
Add a Personal Note: Customize the email content to include motivational quotes or reminders.

With this setup, you’ll stay on top of your schedule effortlessly. Happy automating!