Manage user’s Google Calendars in bulk via Flow #

GAT Flow allows Google Workspace Admins to take bulk actions for multiple users at the same time.

One of the options available is allowing many users to be subscribed to multiple different Google Calendars.

Below are the steps to select many users and subscribe to multiple different calendars.

Flow #

Navigate to GAT+ > Flow

Set up the workflow #

Navigate to Flow → Create workflow 

Workflow type #

In the Workflow fill in the details. You can set it up also as an Event workflow or Recurring workflow.

• Name – enter the name of the workflow (2)
• Description – enter a description for the workflow (optional)
• Type – select what workflow type you would like to run
  • Modify – modify existing users (3)
• Include suspended users – enable or disable to allow you to select users who are currently suspended:
  • If enabled – you will be able to select even users who are suspended
  • If disabled – you will be able to select only users who are active
• Run immediately after approval – provides an option to schedule the workflow to run in a selected future time (optional)

Later click Next (4) to proceed.

Search for a User

Search for the users and add them

• Search for a user – click and search for individual users
• Search for a group – click and search for a group of users
• Search for an OU – click and search for the OU of users
• Search for a classroom – click and search for a classroom of users
• Next – click to proceed further

Choose actions #

In the Choose actions click on the (+) button (1) and then click the Add action button (2)

When selecting Add action, a menu with different options will be displayed.

Search for the “Add user to calendars” (1) option it will be under the Calendars tab.

When the action is selected, fill in the following details:

• Add to – enter the users from whose calendar you want to add users to
  • You can also search and enter any calendar available
• Permission – select the type of permission to add
  • Writer
  • Owner
  • Reader
  • Free/busy reader
• Subscribe – subscribe to the selected calendars
  • Enable or Disable the subscription
• Send invitation email – have an invitation email sent
  • Enable or Disable the invitation.

Send approval request – click to send the request to the security officer.

Note: The Admin can have pre-approved access, if enabled and used no approval email will be sent. Please check for more information

Security officer approval #

The Security officer will receive an email notification to approve the request.

The details of the workflow can be seen by the Admin in the Workflow tab.

Result #

The users will be added to the selected calendars with different types of permissions such as Owner, Writer, Reader, and Free/busy reader.

The selected users will have the Calendars added to their calendar and subscribed

The Users picked in the “Search for a user” tab, will be added (subscribed) as readers to the chosen calendars