Google calendar appointments to Asana

[Hareendra]

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I authorize Pabbly Support to log in to my account and make changes to the specified workflow for troubleshooting.

Hi, Is there a way to create an Asana task whenever someone books an appointment in my google calendar?

 

[ArshilAhmad]

Hi @Hareendra,

Please check out the video shared below:

Thanks & Regards,
Arshil Ahmad
Customer Support Associate
Pabbly.com
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[Hareendra]

Thank you! But this will create a Asana task for every calendar event. Can I filter it for appointments only? Also, I can't see my own calendar when I make the google connection, I see bunch of other calendars.

 

[ArshilAhmad]

To use the New and Updated Event (Instant) trigger step, you need to create a new calendar. It won’t work with your existing calendars.

You can then add a Filter step as Step 2 of the workflow to ensure that only appointment-related events create tasks in Asana.

Thanks & Regards,
Arshil Ahmad
Customer Support Associate
Pabbly.com
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[Hareendra]

Got it thanks! I will try this out.

 

[ArshilAhmad]

Sure, do let us know how it goes.

Thanks & Regards,
Arshil Ahmad
Customer Support Associate
Pabbly.com
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[Hareendra]

I created a new calendar called Asana Events and refreshed Pabbly, but it still doesn't show up. It shows a bunch of other calendars though.

 

[ArshilAhmad]

I created a new calendar called Asana Events and refreshed Pabbly, but it still doesn't show up. It shows a bunch of other calendars though.

Could you please share the Workflow URL where you have tried this?

Thanks & Regards,
Arshil Ahmad
Customer Support Associate
Pabbly.com
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[Hareendra]

Here you go https://connect.pabbly.com/workflow...LBGQLH1JWAVcJegEPABJWVVYsAE0EfwxVCDtfAVlxXj8#

 

[ArshilAhmad]

Pabbly

connect.pabbly.com

Thank you for sharing the workflow URL. Please enable mapping, then enter the Calendar ID in the calendar field, click “Save & Send Test Request,” and create a new event in your calendar to capture the response.

Thanks & Regards,
Arshil Ahmad
Customer Support Associate
Pabbly.com
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[Hareendra]

It worked thanks! How do I trim the content of the start time and end time? Now its in the format 2026-01-26T09:00:00-06:00. I want to trim it so it reads 2026-01-26 09:00. TIA.

 

[Hareendra]

Also, is there a way to delete the Asana task if the event is canceled?

 

[ArshilAhmad]

You can add a Date/Time Formatter to your workflow to change the time format.

Pabbly

connect.pabbly.com

Thanks & Regards,
Arshil Ahmad
Customer Support Associate
Pabbly.com
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[ArshilAhmad]

Also, is there a way to delete the Asana task if the event is canceled?

This use case would require a Search Tasks action step, which we currently don’t have. It also requires an Asana Premium account on your end. Do you have an Asana Premium account?

https://developers.asana.com/reference/searchtasksforworkspace

Thanks & Regards,
Arshil Ahmad
Customer Support Associate
Pabbly.com
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[Hareendra]

We have the Asana Starter plan.

The date/time formatter messes up the time. I used format date only because I don't need the timezone.

 

[ArshilAhmad]

We have the Asana Starter plan.

In that case, the use case to delete the task when an event is cancelled in Google Calendar is not possible.

The date/time formatter messes up the time. I used format date only because I don't need the timezone.

View attachment 64367

Please set up the Date/Time Formatter exactly as shown in the reference workflow shared below. It will not affect your time.

Pabbly

connect.pabbly.com

Thanks & Regards,
Arshil Ahmad
Customer Support Associate
Pabbly.com
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[Hareendra]

It worked. Thank you!

 

[ArshilAhmad]

Thank you for the update. We are glad we were able to help. We’d appreciate it if you could share quick feedback on the support received:
https://forms.gle/GAjS4wdPYKuhnEYV9

Thanks & Regards,
Arshil Ahmad
Customer Support Associate
Pabbly.com
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[Hareendra]

Hello, is there a way to add Canceled to the Asana task that is created when someone cancel their appointment? or does this still needs the search function?
If so, I'm getting an email when an appointment is canceled is there a way to utilize this to create a task in Asana?

 

[ArshilAhmad]

Hello, is there a way to add Canceled to the Asana task that is created when someone cancel their appointment? or does this still needs the search function?

So basically, both deleting a task and adding a Cancelled tag to a task require you to pass the Asana Task ID. You won’t get this ID directly from the Google Calendar trigger step when an appointment is cancelled. That’s why the Search Task action step is needed—it allows you to find the Asana Task ID by the task name.

We do have a workaround, but it would require you to create a Google Sheets spreadsheet with two columns: Task Name and Task ID. You would then add all your existing Asana task names along with their respective IDs to this sheet. This sheet would essentially act as a database containing the task names and task IDs.

After that, you can use the Lookup Spreadsheet Rows action step to search for a task name, retrieve its corresponding Task ID, and pass it to the Asana: Delete a Task action step or the Asana: Add Tag to Task action step.

Thanks & Regards,
Arshil Ahmad
Customer Support Associate
Pabbly.com
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