Creating Google Calendar Appointments from Your Google Forms

I am always looking for ways to make my life easier.  When I got to Region One, they asked me to help with the iPad COWS (Cart on Wheels) for our department.  I said sure.  Initially, one would get on the ESC1 site, click on the form and emails would be sent to two different people.  Both would put the information on their calendar and keep track that way.  Problem was, if someone forgot to write it down, or both, then the COW wasn't ready or overbooked.

Now, Region One Staff can look at both calendars, for iPad Cart 1 and iPad Cart 2 and see when there is an opening.  Then, they can fill out the form and the dates are automatically entered into the shared calendar so I and my co-workers don't have to manually input the reservation.  The person filling out the request receives an email confirmation for the reservation and I receive an email letting me know that the reservation was put on the calendar.

A miracle you say?  Yes, now I have 3 calendars that run themselves and allows the staff to see when there are openings.

So here is how I did it......

First I created the calendar.



Second, I created the form making sure that I had all the information I needed, including the date the COW was needed and the date the COW would be returned.

Next, I had to work with the Response Spreadsheet to set up the Email and Calendar merges.  The Script that has to be installed is called FormMule.  You find scripts under the Insert Tab, then scroll down to where it says scripts.  When you search, make sure FormMule is typed in as one word.

Now, you will need to install the FormMule.  After you install, it FormMule will ask for authorization to run.

After installation, FormMule will have a number of steps to follow.  The first is to define merge settings.  I touched nothing and selected SAVE.

Next, you will be asked to submit the email merge settings.  All I did was click the top two check boxes - to turn on email merge feature and trigger this feature on form submit.

On the bottom of the spreadsheet, you will see a new tab that says Email Template - you need to fill out the appropriate information.  This is what mine looked like:

Now, for the calendar merge information: I toggled the first to check boxes and added the calendar ID.  The Calendar ID is found under calendar details. (Calendar Address)

I checked the top check boxes on the left and added the information you see below.

 I also added the Event start time and Event End time - like you see below.

 After running a test drive, your template will look like so.

Last, you fill out the form and you will see the request on your calendar!  Here are the results updated.

I can't tell you how awesome it feels to have this system up and working.  I had a fellow Google fanatic here at work that helped me sort all of this out. Thank you Efren!!!

I have used this for Air Card Checkouts and COW checkouts.  Can you think of ways to use FormMule?  Tell us about it!

Creating Customized Google Forms for Your Library

Cindy contacted me this morning and asked if I knew how to customize Google Forms.  I did a little research so that we could learn together.

If you know how to write some HTML or how to get your pictures or logos in HTML format then this whole procedure is quite simple.  The first thing I did was upload our Librarians On The Fly Logo to Photobucket then access the  HTML format code. You can use Photobucket or a different photo site that will give you HTML code for your pictures.

After you have uploaded your school library logo or branding logo - click on the link button located on the top left side to access the HTML code.

Next thing you need is a Google form you have already created.   If you don't already have a Google form then create a quick one to experiment with.  After you have created your Google Form - access the live version by selecting Form and then selecting Go to Live Form.   See below....

Here is what a live form looks like: 

Now you will need to access the HTML code in order to add your logo. Once you have your form in live version,  you will need to right click on the page and select view source from the menu. Next, copy the whole form onto a workspace, like a word document, in order to customize it the way you want it.  The source code will look like this:

Now you will need to access your logo in HTML format.  (I used our Librarians On The Fly logo in HTML.) In your word document,  you will need to find  the command <form> to <form> in the source code. (Probably in the 20th line or close by.)   Once you find it, delete from <form> to <form>  and then paste the HTML code you want to add.  Don't be intimidated with HTML - you may need to play around with it to get it in the proper format.  I had to add  the command <center> in order to center the logo.  

The updated form is below and any data added to it will still go to  Google Docs.   I hope find many ways to use customized Google Forms in your library.  Please feel free to share some of your ideas in the comments below!

Library Check In

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What is your Name? *

What is your student number?

Teacher this Period *

How long do you have permission to be in the library? *

• 5-15 minutes
• 15-30 minutes
• 30-45 minutes
• 45 minutes to an hour

Grade Level *

• Kinder - 5th grades
• 6th-8th grades
• 9th-12th grades

What will you be doing? *

• Checking out a book
• Research work using a book
• Research work using a computer
• Using a computer for homework
• Need a place to work on classwork or project
• I am going to read!

Never submit passwords through Google Forms.

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