Creating a time-saving Team Calendar

Dado's calendar automations can save HR teams and people managers significant amounts of time and laborious admin efforts.

One way to double-down on that time saving is to set up your organization's recurring meetings in a special Team Calendar, and use Dado to manage the invitees to these sessions.

Setting up a Team Calendar that's integrated with Dado

For instance, let's imagine your organization runs the following sessions that every new hire should attend:

1. an office tour with the Office Manager on their first day
2. the monthly All-Hands, led by the CEO

The first session should only occur when there are new hires starting that week/month. The second should occur every month, regardless of whether anyone new started that month.

Here's how you can set up Dado and your Team Calendar to handle both types of recurring meetings:

Calendar set-up

1. Create your Team Calendar
   1. Follow Google's instructions
   2. Then remember to share the calendar with everyone who should be able to add or edit the meetings – including your Google Workspace Integrator.
      1. The 'Google Workspace Integrator' is the Google Account you used to set up your Google Integration. To find out which email address this is, see the instructions here
2. Set up the relevant recurring meetings in your Team Calendar
   1. If the meeting will always happen (eg the All-Hands meeting):
      1. add the host to the calendar event, as well as whichever other employees should attend
   2. If the meeting will only occur when Dado adds employees to it (eg the Office Tour, that only happens if there are new hires that week):
      1. DON'T add the host to the calendar event – read on to discover how Dado can do this for you

Dado set-up

1. Now go to Dado and set up a new Google Calendar Automation in the relevant Experience

   1. For the All-Hands (and other meetings that will always happen, regardless of whether there are new hires), you just need to invite the new hire:

      

   2. For the Office Tour (and other meetings that will only happen if there are new hires), invite both the new hire AND the host:

      

2. When this automation runs, the Office Manager will only be added to the Office Tour calendar event if there is at least 1 new hire invited as well.
   1. That means that in weeks/months without new hires, the Office Tour will not show up in the Office Manager's calendar – and they can spend that time on other valuable work