PHARMACY AUTOMATION

Real Time Timeline Sync with Google Calendar

Installation schedules now sync automatically between monday.com and Outlook. The team always sees the correct dates in their calendars, eliminating manual calendar management and reducing scheduling mistakes while saving hours of admin time each week.

Project Overview

A client managing installation schedules was using monday.com to plan jobs, but their team relied on Microsoft 365 calendars to manage daily workloads. This meant schedules had to be manually recreated in Outlook whenever a job was added or changed, leading to duplicated work and occasional scheduling errors. I built an automation using Make.com that listens for timeline changes inside monday.com. When a timeline is created or updated on an installation job, the automation retrieves the full item data and routes the workflow depending on whether a calendar event already exists. If an event already exists, the system updates the corresponding Outlook calendar entry with the new timeline information. If no event exists yet, the automation creates a new calendar event and links it back to the monday.com item by storing the event ID in the board. The result is a real time synchronisation between the project timeline in monday.com and the team’s Microsoft 365 calendars. Installers and managers now see accurate schedules in the tools they already use, without needing to manually maintain two systems.

The Challenge

Installation schedules in monday.com had to be manually recreated in Outlook, causing duplicated work, inconsistent calendars, and frequent schedule updates being missed.

The Solution

A Make.com automation monitors timeline changes in monday.com and automatically creates or updates the corresponding Microsoft 365 calendar event.

Tools & Technologies

• Make.com
• Monday.com