Google Calendar Schedule Workshop

While working as the lead learning designer, I was approached by the school administration to train faculty how to efficiently import their class schedules into Google Calendar to aid office staff with scheduling meetings between them and faculty, which led to the development of a workflow using Google Sheet.

Audience: Faculty (adult learners, varying tech experience)
Type of Learning: Blended (in-person + self-paced eLearning)
Tools Used: Google Workspace (Sheets and Calendar)

Highlighted Skills

• Instructional Design

• Adult Learning

• Google Scripting

Analysis

I reviewed teachers’ scheduling workflows and found that manually creating recurring events in Google Calendar didn’t work with our six-day rotation (Days A–F). Faculty needed an automated, low-effort solution. After researching options, I determined that a Google Sheet paired with a Google Script could reliably generate calendar events.

Design

I designed a Google Sheet workflow with separate tabs for each letter day and columns for class name, start time, and end time. This structure allowed teachers to input their schedules in a consistent, script-friendly format.

Development

Using Google Gemini, I built a Google Script that automatically adds events to teachers’ calendars based on the sheet data. The script includes error handling for missing inputs. I added a date column and formulas to auto-repeat classes across all applicable days, reducing manual entry. I also created a step-by-step training guide with screenshots and a copyable template to support easy adoption.

Implementation

The training was launched through an in-person training session. I demonstrated how to go through the workflow and faculty had the chance to input their schedules and ask questions.

Evaluation

Based on feedback collected after implementation, I found that:

• 81% of faculty used the workflow to input their schedule.

• Faculty reported finding the workflow easier to input their schedules than doing it manually.

Results & Reflection

This project strengthened my skills in developing automated processes, using AI for programming, and Google scripting.