Extract data from Google calendar to populate custom Excel spreadsheets.

Automate Google calendar search to Excel spreadsheet data input.

Results Inc. operates 3 private gym facilities in South Manchester, U.K. with over 450 members. One of the key elements of Results Inc. is our focus on members turning up to train consistently (e.g. more than once per week) and persistently (e.g. for weeks & months in a row).

In order to assist with this we use a Google account for each facility and use the calendar we book members in for their training sessions using their calendar name - which is usually their forename and initial.
There are 5 main categories of bookings -
Green = Attended
Blue = Allowed Absence
Red = Cancelled/Non attended
Dark Green = TLC
Teal = Trial session

We also use the following but do not track them;
Grey = Misc (for anything that doesnt fit the other categories)
Pink = Reminders

We then utilise an Excel spreadsheet (used on both Windows and Mac via Dropbox) to track this data and inform us regarding individual member attendance and whether members require prompting to book a session with us.

Our current process has a member of staff manually search the calendars by members name and then input the correct code into the relevant row (names) and column (dates) within each facilitys spreadsheet (see attached for example - September tab is populated with names and code for the final 2 weeks representing the calendar screenshot).
This is performed every Monday morning for both the week just gone and the week ahead. The coaches within each facility then print the area for the week ahead and use this to inform their prompting during the week.

The inputted code is Attended (Green) and TLC (Dark Green) = a, Cancelled/Non attended (Red) = n and Allowed Absence (Blue) = y. Trial sessions (Teal) are also recorded as an a if the trialist signs up. Furthermore, we also use x if a member has paused their membership or filling in gaps where needed (e.g. prior to a members trials starting or where a member is unable to attend)

This is a lengthy process with c. 450 names to search across 3 accounts and c. 5 pieces of code to input per search.

We are looking to automate this process as much as possible.
All potential solutions will be considered. Please allow 48hours for replies.
About the recuiter
Member since Mar 14, 2020
Ravindra Gangad
from Puebla, Mexico

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