Mr. Kaiser's Coding Website

How to Code a Google Calendar Appointment Booking System

Need an appointment booking system for Google Calendar? Daring enough to look at a bit of code?

This program enables people to be able to make appointment requests using a Google Form. After the user hits submit the program checks for conflicting calendar events. If there are conflicts, the user receives an email asking them to reschedule. If there are no conflicting events the user is sent a email notifying them that their request has been submitted and is awaiting review.

The owner of the calendar is sent an email stating a new appointment has been requested and awaits approval. If the owner approves a request, the appointment is automatically added to the Google Calendar as an event. Then the user is notified by email that their appointment has been scheduled. If the owner denies the request, the user receives an email asking them to reschedule the appointment.

I’ve made several different booking systems using Google Calendar and Apps Script. The unique feature this calendar application offers is the ability for the owner of the calendar to be able to approve or deny requests, giving the owner more control and flexibility over their scheduled.

Feel free to copy, edit, steal, mock or do anything else you would like with the code.

Plain Text

[code]
// Calendar Reservation Approval System
// Kurt Kaiser, 2018
// All Rights Reserved

var ss = SpreadsheetApp.getActiveSpreadsheet();
var sheet = ss.getActiveSheet();
var lastRow = sheet.getLastRow();
var lastColumn = sheet.getLastColumn();

// Calendar to output requests
var calendar = CalendarApp.getCalendarById(‘e6i9tfp012mt4m5ic81v9lisp0@group.calendar.google.com’);

// Creates an object from the last form submission
function Submission(row){
this.timestamp = sheet.getRange(row, 1).getValue();
this.name = sheet.getRange(row, 2).getValue();
this.reason = sheet.getRange(row, 3).getValue();
this.date = new Date(sheet.getRange(row, 4).getValue());
this.dateString = (this.date.getMonth() + 1) + ‘/’ +
this.date.getDate() + ‘/’ + this.date.getYear();
this.time = sheet.getRange(row,5).getValue();
this.timeString = this.time.toLocaleTimeString();
this.email = sheet.getRange(row, 6).getValue();
// Adjust time and make end time
this.date.setHours(this.time.getHours());
this.date.setMinutes(this.time.getMinutes());
this.endTime = new Date(this.date);
this.endTime.setHours(this.time.getHours() + 1);
}

// Check for conflicting events
function getConflicts(request) {
var conflicts = calendar.getEvents(request.date, request.endTime);
if (conflicts.length < 1) {
request.status = “New”;
} else {
request.status = “Conflict”;
sheet.getRange(lastRow, lastColumn – 1).setValue(“Reject”);
sheet.getRange(lastRow, lastColumn).setValue(“Sent: Conflict”);
}
}

// Convert data of status and notified columns into array
function StatusObject(){
this.statusArray = sheet.getRange(1, lastColumn -1, lastRow, 1).getValues();
this.notifiedArray = sheet.getRange(1, lastColumn, lastRow, 1).getValues();
this.statusArray = [].concat.apply([], this.statusArray);
this.notifiedArray = [].concat.apply([], this.notifiedArray);
}

// Get the index of the row that has had a status change
function getChangeIndex(statusChange){
statusChange.index = statusChange.notifiedArray.indexOf(“”);
statusChange.row = statusChange.index + 1;
if (statusChange.index == -1){
return;
} else if (statusChange.statusArray[statusChange.index] != “”) {
statusChange.status = statusChange.statusArray[statusChange.index];
sheet.getRange(statusChange.row, lastColumn).setValue(“Sent: ” + statusChange.status);
statusChange.notifiedArray[statusChange.index] = “update”;
} else {
statusChange.status = statusChange.statusArray[statusChange.index];
statusChange.notifiedArray[statusChange.index] = “no update”;
}
}

// Draft contents for emails depending on needed message
function draftEmail(request){
request.buttonLink = “https://goo.gl/forms/c9pVUbeUYaA3tQ0A2”
request.buttonText = “New Request”;
switch (request.status) {
case “New”:
request.subject = “Request for ” + request.dateString + ” Appointment Received”;
request.header = “Request Received”;
request.message = “Once the request has been reviewed you will receive an email updating you on it.”;
break;
case “New2”:
request.email = “kurtbkaiser@gmail.com”;
request.subject = “New Request for ” + request.dateString;
request.header = “Request Received”;
request.message = “A new request needs to be reviewed.”;
request.buttonLink = “https://docs.google.com/spreadsheets/d/1zfIdZBx8gTGc4rsPqbs7wHbW3626taaQEm1QDB-Hv68/edit?usp=sharing”;
request.buttonText = “View Request”;
break;
case “Approve”:
request.subject = “Confirmation: Appointment for ” + request.dateString + ” has been scheduled”;
request.header = “Confirmation”;
request.message = “Your appointment has been scheduled.”;
break;
case “Conflict”:
request.subject = “Conflict with ” + request.dateString + ” Appointment Request”;
request.header = “Conflict”;
request.message = “There was a scheduling conflict. Please reschedule.”;
request.buttonText = “Reschedule”;
break;
case “Reject”:
request.subject = “Update on Appointment Requested for ” + request.dateString;
request.header = “Reschedule”;
request.message = “Unfortunately the request times does not work. Could “+
“we reschedule?”;
request.buttonText = “Reschedule”;
break;
}
}

// Creates a calendar event using the submitted data
function updateCalendar(request){
var event = calendar.createEvent(
request.name,
request.date,
request.endTime
)
}

// Send Email
function sendEmail(request){  // MailApp.sendEmail is old
GmailApp.sendEmail({
to: request.email,
subject: request.subject,
htmlBody: makeEmail(request)
})
}

// ——————– Main Functions ———————

// Email user confirmation of request, notify owner new request
function onFormSubmission(){
var request = new Submission(lastRow);
getConflicts(request);
draftEmail(request);
Logger.log(request.status);
sendEmail(request);
if (request.status == “New”){
request.status = “New2”;
draftEmail(request);
sendEmail(request);
}
}

// Triggered function to check if any status has changed
function onEdit(){
var statusChange = new StatusObject();
while (true){
getChangeIndex(statusChange);
if (statusChange.index == -1){
return;
} else {
var request = new Submission(statusChange.row);
if (statusChange.status){
request.status = statusChange.status;
if (statusChange.status == “Approve”){
updateCalendar(request);
}
draftEmail(request);
sendEmail(request);
}
}
}
}

// ——————– Email ———————

function makeEmail(request) {
return (
‘<!DOCTYPE html><html><head><base target=”_top”></head><body><div style=”text-align: center;’ +
‘font-family: Arial;”><div id=”center” style=”width:300px;border: 2px dotted grey;background:’ +
‘#ececec; margin:25px;margin-left:auto; margin-right:auto;padding:15px;”><img src=”https://upload.’ +
“wikimedia.org/wikipedia/commons/thumb/6/69/Calendar_font_awesome.svg/512px-Calendar_font_awesome” +
‘.svg.png”width=”180″ style=”margin:10px 0px”><br /><div style=” border: 2px dotted grey;’ +
‘background:white;margin-right:auto; margin-left:auto; padding:10px;”><h2>’ +
request.header +
“</h2><h3>” +
request.message +
“<br /><br/>” +
request.name +
“<br />” +
request.dateString +
“<br />” +
request.timeString.slice(0, request.timeString.length – 4) +
“<br />” +
request.reason +
“<br /></h3><br />” +
‘<a href=”‘ +
request.buttonLink +
‘” class=”btn” style=”-webkit-border-radius: 28;’ +
“-moz-border-radius: 5;border-radius: 5px;font-family: Arial; color: #ffffff;font-size: 15px;” +
‘background: #ff7878;padding:8px 20px 8px 20px;text-decoration: none;”>’ +
request.buttonText +
‘</a><br /><br /></div></div><div><p style=”font-size:12px”>’ +
‘Created by<a href=”https://www.linkedin.com/in/kurtkaiser/”> Kurt Kaiser</a> </p></div></body></html>’
);
}

//
[/code]

4 Comments

  1. viniciusvollrath viniciusvollrath
    August 11, 2018    

    Excellent job, congratulations!
    It’s possible form validation before submission?

    • August 11, 2018    

      Yes. I did a version of this that allows for someone to approve events before they are posted on the calendar. Here is a link to that!

      • viniciusvollrath viniciusvollrath
        August 11, 2018    

        Sorry if I did not understand. I will explain: The calendar in the form validation (conflict) before sending.

        • August 21, 2018    

          Unfortunately not. The program does not read any data until a user hits submit. You can embed the calendar with the form on a website. That is what I do. The end of this video (link here) shows you what I mean by that.

Leave a Reply