Tired of spending hours scheduling meetings? Closely integrates with Google Calendar to handle it for you. It automates event creation, sends invites, and tracks responses – helping sales, marketing, and recruiting professionals save time and avoid scheduling conflicts.
Here’s what you’ll gain:
- Time savings: Automating scheduling can cut coordination time by up to 80%.
- Error reduction: Say goodbye to double bookings and missed meetings.
- Convenience: Automatically generate Google Meet links, send reminders, and keep your calendar organized.
Set it up by linking Closely to your Google Calendar, defining meeting rules, and customizing templates. This tool simplifies scheduling while keeping your workflow efficient and secure.
Workflow Action + Trigger for Booking Appointments Live!
Setup Requirements and Initial Configuration
Integrating Closely with Google Calendar involves a few key technical and security steps to ensure your automated workflows align perfectly with your scheduling needs. Here’s what you need to know to get started.
What You Need for Integration
Before setting up Closely with Google Calendar, you’ll need three main things: an active Closely subscription, a Google account with calendar access, and the correct permissions.
To access the calendar integration features, you’ll need at least a Starter plan subscription, which costs $49 per month or more. Use the primary Google account you rely on for scheduling, whether it’s a personal Gmail account or one managed through Google Workspace by your organization.
For advanced setups, ensure your Google Cloud project has both the Secret Manager API and Connectors API enabled. Additionally, assign the following roles:
- roles/connectors.admin for the user
- roles/secretmanager.viewer and roles/secretmanager.secretAccessor for the service account
Authentication requirements may vary depending on your organization’s security policies. Some companies may require periodic reauthentication for third-party tools, so you might need to reauthorize Closely’s access occasionally.
Once these prerequisites are in place, you’re ready to connect Closely with Google Calendar directly from your dashboard.
How to Connect Closely with Google Calendar
Start the integration process from your Closely dashboard. Go to the Settings section and look for Integrations or Connected Apps. Select the Google Calendar option to begin the OAuth authorization process.
Click Connect Google Calendar, and you’ll be redirected to Google’s authorization page. This page outlines the permissions Closely needs, such as reading and writing calendar events, creating new events, and sending meeting invitations on your behalf.
Carefully review these permissions before clicking Allow. If you manage multiple calendars – like personal, work, or project-specific ones – you can choose which calendars to sync during this step.
After authorization, you’ll return to Closely to configure your sync preferences. Decide whether to sync all events or only work-related ones, and set your working hours. If you run into errors during the connection process, check your browser settings and firewall configurations.
To keep things organized, consider creating a dedicated "Closely Meetings" calendar in Google Calendar. This helps separate automated meetings from your main calendar, making it easier to track appointments scheduled through Closely.
Once the connection is established, take a moment to review your privacy and security settings to ensure your data remains protected.
Privacy and Security Settings
Closely uses HTTPS encryption to protect your calendar data and only stores the information necessary for managing meetings. The integration is designed to operate privately, meaning other users in your Closely workspace won’t have access to your personal Google Calendar information.
Your Google Calendar’s sharing settings remain unaffected by the integration. You can mark specific events as "Private", allowing colleagues to see only "Busy" time slots without revealing any details – perfect for sensitive client calls or internal meetings.
Administrators have additional controls to manage how calendar data is shared within the organization. For example, Google Workspace administrators can limit third-party app access to employee calendars, enforce session timeouts, and require two-factor authentication for integrations.
For external sharing, you can configure your calendar to display only your availability with the "See only free/busy" setting. This way, others can view when you’re available without seeing details about your meetings.
It’s a good idea to regularly review your connected applications. Go to your Google Account settings under Security > Third-party apps with account access and remove any tools you no longer use.
Closely follows Google’s security protocols, including automatic token refresh and secure credential storage. Importantly, Closely does not store your Google password or maintain access beyond what’s necessary for scheduling tasks.
Setting Up Automated Scheduling Workflows
Once your Google Calendar integration is live, you can create automated workflows to handle meeting coordination effortlessly. These workflows cut down on endless email exchanges and minimize scheduling conflicts by setting clear rules and templates. The next step is to define the rules that will power these workflows.
Creating Scheduling Rules
Head to the Workflows section in your Closely dashboard and select ‘Create New Workflow’ for Meeting Scheduling.
Start by defining different meeting types. For instance, you might set up categories like "Discovery Call" (30 minutes), "Product Demo" (45 minutes), or "Strategy Session" (60 minutes). Each type should have a predetermined duration.
Set your working hours – for example, 9:00 AM to 5:00 PM EST, with a lunch break from 12:00 PM to 1:00 PM. Keep in mind that Google Calendar operates using Coordinated Universal Time (UTC) to avoid any confusion related to daylight saving time[3][5].
If you’re working with prospects across various time zones, make sure to clearly communicate your time zone and working hours. For global teams, consider rotating meeting times to accommodate everyone. For example, you could set one rule for East Coast clients (9:00 AM – 5:00 PM EST) and another for West Coast prospects (12:00 PM – 8:00 PM EST)[4].
Once your rules are in place, you can move on to customizing meeting invitations to ensure a professional and consistent experience.
Customizing Meeting Invitation Templates
Your meeting invitations should reflect your brand and clearly communicate the meeting’s purpose and value. Navigate to the Templates section in your scheduling workflow to tailor your messaging.
Choose subject lines that are specific and informative. Instead of using something generic like "Meeting Request", opt for more detailed options such as "30-Minute Discovery Call – [Prospect Company] Growth Strategy" or "Product Demo – How We Can Enhance Your Operations."
The body of the invitation should follow U.S. business communication norms. Start with a personalized greeting using the recipient’s first name, then clearly outline the meeting’s purpose and value. Include an agenda to set expectations and provide all necessary details, such as whether the meeting will be a video call, phone call, or in-person session. Be sure to include relevant links, dial-in numbers, or addresses. If there are consultation fees, format them using U.S. currency standards, like "$150.00 per hour" or "$500.00 for the initial assessment."
Set up automatic confirmations to be sent immediately after a booking, along with reminders 24 hours and 2 hours before the meeting. These reminders should include key details like the agenda, meeting link, and your direct contact information.
To make invitations feel more personal, use personalization tokens. Variables such as [First Name], [Company Name], and [Industry] can add a tailored touch. For example:
"Hi [First Name], I’m excited to discuss how [Company Name] can streamline operations in the [Industry] sector."
Finally, include a brief cancellation or rescheduling policy, like requiring 24-hour notice, to maintain professionalism and set clear expectations.
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Practical Use Cases for Sales, Marketing, and Recruiting
With Closely syncing seamlessly with your Google Calendar, professionals across various industries can experience a smoother approach to meeting coordination. This integration redefines how tasks like scheduling are handled, saving time and reducing hassle. Let’s dive into how automated scheduling can make a difference in sales, marketing, and recruiting.
Sales: Simplifying Follow-Up Calls
Sales teams often lose precious time juggling emails to schedule follow-ups. By combining Closely with your CRM, you can automate this process entirely. For instance, when a prospect responds positively to your LinkedIn outreach via Closely, the system can automatically schedule a follow-up call.
Set up a "Post-Outreach Follow-Up" workflow that sends a scheduling link showcasing your availability – say, Tuesday through Thursday, 10:00 AM to 4:00 PM EST, with 30-minute slots. This workflow syncs directly with your CRM, creating calendar events and sending confirmations without manual input. If your prospects span different time zones, you can adjust scheduling windows to accommodate both East Coast and West Coast clients. Pairing this with Gmail’s follow-up reminders ensures no responses slip through the cracks.
Marketing: Streamlining Campaign Review Meetings
Marketing teams often coordinate with external partners and agencies, making efficient scheduling a must. By setting up a "Campaign Milestone Review" workflow, you can automate meeting invitations at key stages of a campaign.
Define meeting types like "Campaign Kickoff" (60 minutes), "Mid-Campaign Check-in" (30 minutes), and "Performance Review" (45 minutes). Scheduling templates can automatically adjust to display times in the recipient’s local time zone while aligning with your working hours. Tailored invitation templates ensure that the right level of detail is shared with different audiences, whether it’s stakeholders, creative teams, or agency partners.
Automatic reminders can include relevant materials, such as campaign dashboards or dial-in details, ensuring everyone is prepared. This keeps meetings productive and projects running smoothly.
Recruiting: Simplifying Candidate Interviews
Recruiters can eliminate the back-and-forth of interview scheduling by setting up dedicated interview slots during specific hours. For example, block off time from 9:00 AM to 12:00 PM and 2:00 PM to 5:00 PM for interviews, and enable auto-acceptance for non-conflicting invitations.
You can also create different interview types with fixed durations, such as 30-minute screenings or 60-minute panel interviews. Standardized email templates can outline what candidates should expect, making communication clear and consistent. Including time zone details and batching interviews helps optimize scheduling further.
To minimize no-shows, set up automatic reminders for both you and the candidates – sending these 24 hours and 2 hours before the interview works well. For organizations with multiple interview spaces, integrating Google Calendar with room scheduling software can help avoid conflicts and suggest alternative locations when needed.
Benefits and Best Practices
The integration of Closely with Google Calendar brings noticeable improvements to scheduling processes. By exploring these advantages and following proven strategies, you can streamline your scheduling workflows and save valuable time.
Main Benefits of Automated Scheduling
Closely’s integration significantly cuts down the time spent on scheduling for professionals in the U.S. What used to take 5–10 minutes of back-and-forth coordination now takes less than 1 minute per meeting[1][2]. This efficiency boost can save an average of 2–3 hours every week.
Another major perk is the reduction in human error. Manual scheduling often leads to double-bookings and missed appointments, with error rates hovering around 10–20%. Automated workflows bring this down to under 2% by eliminating repetitive manual tasks[2]. Real-time updates between platforms further reduce scheduling conflicts.
Attendance rates also improve with automation. Features like built-in reminders and seamless calendar integration help lower no-show rates from 15–20% to around 10–15%[2]. Plus, the automatic creation of online meeting links – whether for Google Meet or Zoom – removes logistical hurdles for virtual meetings, while timely notifications ensure participants are prepared and on time.
Here’s a quick comparison of how manual scheduling stacks up against the integrated workflow:
| Metric | Manual Scheduling | Closely + Google Calendar Integration |
|---|---|---|
| Time to schedule meeting | 5–10 minutes | <1 minute |
| Weekly time savings | 0 hours | 2–3 hours |
| Scheduling error rate | 10–20% | <2% |
| No-show rate | 15–20% | 10–15% |
| Real-time updates | Not available | Instant |
Sales teams have reported up to 30% more meetings booked and a 20% reduction in time spent on admin tasks after switching to automated workflows[2]. Marketing and recruiting teams also benefit, with smoother coordination among stakeholders and faster response times, leading to better engagement with campaigns and candidates. These figures highlight the value of automation and set the stage for the following best practices.
Best Practices for Workflow Optimization
To make the most of these benefits, consider adopting these practices:
- Regular Maintenance: Check integration settings monthly to ensure they align with your team’s changing priorities and availability.
- Clear Invitations: Use clear meeting invites with U.S. date formats (MM/DD/YYYY) and 12-hour time (e.g., 4:00 PM EDT). Include key details like the agenda, duration, and any preparation materials.
- Custom Templates: Tailor invitation templates based on the meeting type. For example, include conference room locations or parking info for in-person meetings, and specify time zones for remote participants.
- Analytics Monitoring: Track metrics like no-show rates and response times to identify scheduling bottlenecks. Use this data to tweak reminder timings and adjust available time slots.
- Expanded Integrations: Connect your scheduling system with tools like your CRM and email platforms. This can automate tasks like logging meeting outcomes, triggering follow-ups, and sending personalized materials.
- Privacy and Security: Regularly review OAuth permissions to limit access to your calendar. Communicate privacy policies clearly, especially for recorded sessions, and always use secure meeting links to protect sensitive discussions.
- Team Coordination: Maintain consistent naming conventions for meeting types to help team members prioritize effectively. Establish shared scheduling guidelines and offer training sessions to keep everyone up to speed on new features.
Conclusion
The partnership between Closely and Google Calendar reshapes how professionals in the U.S. manage their meeting schedules. It eliminates the hassle of endless email exchanges and takes care of updates automatically. By syncing events whenever tasks or opportunities are added in Closely, it not only saves time but also reduces the need for manual input.
The two-way sync ensures both platforms stay in step. For instance, marking a lead as "follow-up needed" in Closely instantly creates a Google Calendar event, complete with details, reminders, and even conference links. This level of automation has led to a 30% drop in missed follow-ups for sales teams [2]. It’s a game-changer for efficiency and keeps scheduling consistent across all workflows.
On top of saving time, the integration tackles common scheduling headaches with features like built-in reminders and real-time updates. Whether juggling multiple prospects, managing campaigns, or coordinating interviews, professionals can stay organized and productive without breaking a sweat.
Designed with U.S. users in mind, the system uses familiar formats like MM/DD/YYYY dates and 12-hour clocks, making it easy to coordinate across different states and time zones.
In short, Closely’s integration with Google Calendar simplifies meeting management while maintaining the personal touch that’s so important in building strong business relationships.
FAQs
How does Closely protect my Google Calendar data during integration?
Closely prioritizes the security and privacy of your data. Your Google Calendar information is protected with Google’s encryption protocols, which ensure it stays encrypted both while being transmitted and when stored.
On top of that, you have complete control over your privacy settings via your Google Account. This means you can decide how your data is shared, keeping your calendar details safe and private at all times.
What should I do if I experience issues connecting Closely with Google Calendar?
If you’re running into issues connecting Closely with Google Calendar, start by checking a couple of basics. Make sure your internet connection is steady and that your device’s sync settings are turned on. Also, confirm that your Google account is properly synced and that the Calendar app is updated to the latest version.
Still facing trouble? Try clearing your browser or app cache, refreshing the page, or logging out and back into your Closely account. These quick fixes often solve common syncing glitches. If the problem persists, review your Google Calendar permissions to ensure Closely has the access it needs to work smoothly.
Can Closely’s automated scheduling workflows handle multiple time zones for global teams?
Closely’s automated scheduling workflows are built with global teams in mind. They make it easy to manage different time zones by aligning communication schedules with participants’ local times. This means meetings can be planned without the usual headaches of coordinating across regions. Plus, with fallback time zone options, you can sidestep potential conflicts and keep collaboration running smoothly.