Let’s be honest; getting a group of humans to agree on a meeting time is like herding cats… in a thunderstorm. But finally, Google has tossed us a lifeline. Gmail’s new Google Calendar integration lets you insert available times directly into an email without leaving your inbox.
For those of us in the meetings and events world, where logistics reign and efficiency is a matter of survival, this update is long overdue.
And with over 50% of organizations worldwide using Google Workspace (source: Exploding Topics), there’s no excuse not to use it. If you’re still playing the “Does Tuesday at 3:00 pm work? No? What about Wednesday at 10?” game, it’s time to upgrade your life.
What Is This Magical New Feature?
Google has introduced a scheduling tool baked right into Gmail. When you compose an email, you can now insert appointment times from your Google Calendar. Your recipient can then click and book a time that works for both of you—no back-and-forth, no spreadsheets, no scheduling rage.
This is especially handy for:
- Scheduling speaker calls
- Booking time with sponsors
- Managing breakout room prep sessions
- Coordinating client check-ins without a Doodle link in sight
How to Use Gmail’s New Calendar Integration (Step-by-Step)
Here’s how to start using this tool like the organized event pro you are:
Prerequisite: You must be using Google Workspace (not just a free Gmail account).
Option 1: Propose times directly from Gmail
- Open Gmail and click “Compose” to start a new email.
- Look for the calendar icon at the bottom of your compose window. Click it.
It might say “Set up time with Calendar.” - Choose “Offer times you’re free”.
- A mini version of your calendar pops up.
(Don’t worry, it’s only showing your availability—not how many back-to-back meetings you actually have.) - Click and drag to select available time slots you want to propose.
- Google will insert a pretty little block of those times into your email.
- Hit Send and let your recipient choose what works.
Once they pick a time, it’s automatically added to both of your calendars. Boom.
Option 2: Share your appointment booking page
Prefer to let people pick from your open schedule without doing the work every time?
- Go to calendar.google.com.
- On the left sidebar, click the “+ Create” button and choose “Appointment schedule”.
- Create a booking page with your availability, meeting length, buffer time, etc.
- Save it and copy the link.
- Paste that link into any email, your email signature, or on your event website.
- Now anyone with the link can book time with you—without 12 emails first.
Why This Is a Big Deal for Event Pros
Event people are busy. We juggle timelines, speakers, AV, catering, signage, sponsors, and that one exec who still insists on paper printouts.
This Gmail/Calendar integration is the kind of simple-but-powerful tool that makes the chaos a little more manageable:
- No switching tabs
- No third-party scheduling tools (though we love those too)
- No extra logins
Just clean, fast scheduling—right where you’re already working.
A Few Pro Tips from the Trenches
- Set your appointment availability smartly. Use buffer times between meetings so you don’t go from a sponsor call straight into a tech check without breathing.
- For external stakeholders, add a custom question to the booking flow to gather info in advance.
- Use different appointment schedules for different audiences—e.g., speakers vs. vendors vs. internal teams.
- If you’re managing an exec’s calendar, this tool is chef’s kiss for wrangling their meetings without asking them to “forward you times.”
Final Thought
If you’re in events and still sending “What time works for you?” emails, Gmail’s new Calendar integration is the gentle shove you didn’t know you needed. It’s fast. It’s included in your plan. It saves you from death-by-availability-emails.
And if your org uses Google Workspace (and again—over half of them do), you’re already sitting on this time-saving treasure chest.
So go forth and schedule like a boss.
