Definition

The "Update Calendar Event" action allows you to update an existing event in a Google Calendar. You can modify key event details such as the subject, description, location, attendees, visibility, and timing. This action is useful when there are changes to an event, such as a reschedule, change in location, or addition of new attendees. It provides the ability to keep your calendar events up to date and aligned with any necessary changes, enhancing your event management capabilities within Google Calendar.

Key Capabilities:

Update event title, description, location, and more.
Modify attendees and send notifications.
Change visibility (private, public, or confidential).
Set reminders and add Google Meet video conferencing.
Handle all-day events or specific time-based events.

Example Use Cases

Event Rescheduling
When a meeting or event needs to be rescheduled, this action can be used to update the start time and duration of the event, ensuring all attendees are informed about the new time and changes are reflected in their calendars.
Change Event Details
If the location or description of an event changes, this action can be used to update those details, ensuring that attendees have the most current information about where the event will take place and its agenda.
Adding Attendees
If new people need to be invited to an existing event, this action allows you to add attendees’ emails and send them updated invitations, ensuring they receive the correct event details and RSVP options.
Add Google Meet Link
In case an in-person event is moved to a virtual format, you can update the event to include a Google Meet link for online participation.
Visibility Change for Privacy
When an event's privacy needs to be adjusted (e.g., from public to private), this action can be used to modify the visibility settings, ensuring the right level of privacy for attendees.
Enable Reminders
If you want to set up automated reminders for event participants (e.g., 10 minutes before the event), this action helps in updating the event with reminder settings to ensure timely notifications for attendees.

Inputs

Connection

This field is used to establish a connection to Google Workspace Administration. You'll need to upload a credential JSON file for a service account with domain-wide delegation. The service account allows Zenphi to access and manage calendar events within your Google Workspace account.
Reference: Guide for creating a connection
User Email

This field requires you to enter the primary email of the user whose calendar event is to be updated. This could be an individual user's email or a shared calendar depending on your needs.
Calendar

Here, you need to specify the calendar ID where the event is located. You can enter the user's primary calendar email or a secondary calendar ID if you want to update an event from another calendar that the user owns or has access to.
Event ID

This field is used to identify the specific event that you wish to update. The Event ID is a unique identifier for each calendar event in Google Calendar. You need to enter the ID of the event you want to modify.
Subject

This field allows you to specify or update the title or name of the event. The subject should be a brief but clear description that summarizes the purpose of the event, like “Team Meeting” or “Product Launch.”
Description

Here, you can enter additional information about the event, such as the agenda, event goals, or detailed information that the attendees might need to know. This text will be displayed within the event details in the calendar.
Location

This field specifies the event’s location. You can enter a physical address, a venue name, or a virtual meeting link (e.g., a Zoom link or Google Meet link) if the event is happening online.
Busy/Free

This field defines whether the event will block time on the user's calendar. If you set it to Busy, the calendar time will be blocked off for that event, making the user unavailable. If you select Free, the time will not be blocked, allowing the user to be marked as available during the event time.
Visibility

This field allows you to set the visibility of the event.
- default: Uses the default calendar visibility settings.
- public: Makes the event public, visible to anyone.
- private: Limits visibility to event attendees only.
- confidential: Keeps the event private but used for compatibility purposes.
Attendees

Here, you can add email addresses of people you want to invite to the event. Multiple attendees can be added by separating the emails with commas. They will receive an invitation and the option to RSVP.
Send Notifications

This checkbox allows you to enable or disable email notifications for the event attendees. If checked, all invited attendees will receive an email notification about the event update, which may include details like the new time or location.
Time Zone

This field is where you specify the time zone for the event. You can choose a specific time zone, such as UTC, or use auto to have the event time zone automatically set based on the geographical location of the event.
Add Google Meet
If checked, this setting will add a Google Meet link to the event, allowing the attendees to join the event virtually through Google Meet.
All Day Event

When checked, this setting marks the event as an all-day event, meaning no specific start or end time is set. The event will span the entire day in the calendar.
Start Time

The start time specifies when the event will begin. You can pick a specific time or enter it manually. For recurring events, this will be the start time for the first occurrence.
Duration (minutes)

This field defines the event duration in minutes. It marks the event's end time. For recurring events, this will apply to the first instance of the event.
Enable Reminder

This checkbox allows you to set up reminders for the event. If checked, you can define when the reminder notifications should be sent to the attendees (e.g., 10 minutes before the event starts).

Outputs

Id
The Id is a unique opaque identifier assigned to the event. It is used to reference the specific event within Google Calendar. This ID is required when performing operations like updating or deleting the event in the future.
Event Link
The Event Link provides a direct URL to the event in Google Calendar's web interface. This link can be shared with others or used for easy access to the event's details from a browser.
Google Meet Link
If the event includes a Google Meet video conferencing link, this field will contain the absolute link to the Google Meet session associated with the event. Attendees can use this link to join the virtual meeting directly.
Status
The Status indicates the current state of the event. It could represent various stages, such as whether the event is confirmed, tentative, or canceled. The status gives an overview of the event's current situation.
iCal Id
The iCal Id is a unique identifier for the event based on the iCalendar format (RFC 5545). This identifier is essential for syncing events across different calendar systems and is useful when managing events with external systems.

Example Situation of Using

Imagine you are an event manager who is responsible for organizing an online conference. The conference is scheduled to take place in the next week, but you need to update the event details, such as adding more attendees, changing the event location, or adjusting the time.

Here’s how you would set it up:

Connection: You will first establish a connection to your Google Workspace by uploading the required service account credentials JSON file.
User Email: Enter the primary email address of the user whose calendar you want to update. This is typically the event organizer or the calendar owner.
Calendar: If the event is on a secondary calendar (e.g., a shared or team calendar), enter its calendar ID; otherwise, use the primary email of the user’s Google Calendar.
Event ID: Input the event ID of the conference, which you want to update. You can retrieve the Event ID from the previous "Find Calendar Event" action.
Event Details:
- Change the Subject of the event to update the name of the conference, e.g., “Tech Innovations 2025 – Updated Schedule.”
- Modify the Description to include new agenda points or update with any additional notes.
- Update the Location if there’s a venue change or if you’re adding a Google Meet link.
- Adjust the Visibility (e.g., set to "private" if the event is internal).
- Add new Attendees by including their email addresses, allowing them to receive updated invitations.
Event Schedule:
- Change the Start time or End time if the conference duration changes.
- Enable Google Meet for remote participants and set the appropriate Time Zone for the event.
- Mark the event as an All-day event if it spans the whole day.
Send Notifications: Tick the box to notify all attendees of the changes made to the event.

After saving these changes, you will receive the updated event's Event Link, Google Meet Link, and other relevant event details.

This action helps you seamlessly update any calendar event, ensuring that all participants are kept in the loop with the most current information.