Alerts & calendar
Read-only reviewDD

Tell everyone when a workshop is scheduled.

From the brief

"When a workshop date is scheduled, everyone who needs to know receives a message/email, and if possible it goes into relevant calendars."

Is the Google Calendar sync working?

Workshop Calendar has an active Google Calendar sync, set up on 22 July from Lynn's Google account. It creates an event from the item name, address, start time and end time. Checked on 22 Sept:

  • It creates eventsBoth items on the board got a Google Calendar event within minutes of being created, and each row links to its event.
  • Only on Lynn's calendarThe events are created in lynn@lifesdoor.org's personal calendar. No attendees are mapped, so nobody else receives an invite, and the event description is left blank.
  • Not in useThe board only has the 2 test items from the day it was set up (22 July). Workshops since then (10 Aug prisons, 30 Aug and 3 Sep Etgar College, 16 Sep HIT) were recorded on other boards, so none of them reached the calendar.
  • Broken on the Candidates boardOn Candidates Sunset Sunrise 2026, 3 institutions have calendar events from 22 July, but that board no longer has a sync automation, so those events won't update. Its two automations are switched off and point to a deleted date column and a deleted group.
  • Can't fully confirmmonday's run history for the sync is empty, and I can't see Lynn's Google Calendar. The quickest check is for Lynn to add a test item with tomorrow's date to Workshop Calendar and confirm it appears in her calendar.
Workshop Calendar board with two planned workshops
Workshop Calendar: two planned workshops (31 July and 26 July), each linked to a Google Calendar event. Nothing has been added since.
Automations panel with the Google Calendar sync
The sync automation: switched on, owned by Lynn (LD), last updated 2 months ago. The red banner is a separate problem: the account has run out of AI credits, so the AI column automations on Partnership Projects have stopped working.
Two switched-off automations on Candidates Sunset Sunrise 2026
Candidates Sunset Sunrise 2026: both automations are off and point to "Private/Deleted", meaning the column and group they used no longer exist.

What I'd build, on the Workshops / Sessions board

Status changes to Scheduled and the date is filled in
Notify everyone in the Team people column (monday sends a bell notification and an email) with the date, place and program.
Same trigger
Send an email through the Gmail or Outlook integration to the facilitator and the partner organisation's contact, including anyone who isn't on monday.
Calendar sync
Move the existing Google Calendar sync to this board and map Attendees to the Team column, so each person gets a real calendar invite. Changes to the date or time update the event.
2 days before the date
Send the facilitator a reminder. If the date changes, notify the Team again.
Watch out

The calendar sync runs through one person's Google account. If Lynn disconnects it or leaves, it stops without warning. Connect it with a shared org account (for example a "Workshops" calendar on the lifesdoor.org account) instead. The Pro plan includes a monthly allowance of automation and integration runs, which is plenty for this volume.