Google API

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Google API Automation Suite

This directory contains specialized Google Apps Scripts designed to automate client communication, logistics, and financial reporting. By leveraging the Google Calendar API, GmailApp, and Google People API, these tools eliminate manual administrative overhead for IT service operations.

📂 Scripts Overview

1. Appointment Reminders (appointment_reminder.md)

A proactive “No-Show” prevention tool.

  • Frequency: Runs every Monday at 8:00 AM.
  • Logic: Scans the upcoming 7 days of the primary calendar.
  • Function: Identifies client emails via guest lists or contact name matching and sends a personalized reminder with the date, time, and location of their appointment.

2. Appointment Follow-up (appointment_followup.md)

A client retention and feedback engine.

  • Frequency: Runs weekly.
  • Logic: Scans appointments from 30–37 days ago.
  • Function: Reaches out to clients one month post-service to ensure technology is still running smoothly, provides basic maintenance tips, and requests feedback/reviews.

3. Calendar Mileage Calculator (calendar_appointment_mileage_calculator.md)

An automated financial reporting tool for tax compliance.

  • Logic: Scans the current fiscal year for onsite appointments.
  • Function: Uses the Google Maps DirectionFinder to calculate round-trip mileage from the shop address to each service location.
  • Output: Generates a Google Sheet with a line-item audit trail and calculates the total IRS mileage deduction.

4. Quartely Client Check-In (quarterly_checkin.md)

A specialized client retention engine designed for proactive outreach and preventative maintenance scheduling.

  • Frequency: Runs Daily (Scheduled for 10:00 AM).
  • Targeting: Strictly monitors a dedicated “Quarterly” Google Calendar, scanning for events scheduled between 7:00 AM and 10:00 AM on the current day.
  • Smart Logic Flood Protection: Utilizes PropertiesService to track unique Event IDs, ensuring each calendar entry only triggers one email.
  • Location Deduplication: Prevents multiple emails to the same address in a single run (useful for clients with multiple sites).
  • Catch-up Capability: Includes a manual “Sniper” function to scan the previous 30 days for any missed outreach opportunities.
  • Function: Resolves client identities via Guest Lists, Manual Overrides, or Google People API searches to send a polished, multi-point service checklist and check-in message.

🛠 Prerequisites

All scripts in this section require the following setup within the Google Apps Script Editor:

  1. Services: You must enable the Google People API in the “Services” tab to allow the scripts to search your contacts by name.
  2. Permissions: Upon first run, you must authorize the script to access your Calendar, Gmail, and (for the mileage calculator) your Drive and Maps data.
  3. Time-Based Triggers: Ensure you run the createTrigger functions provided in each script to automate the weekly execution.

🛡 Security & Best Practices

  • Manual Overrides: Use the manualOverrides object in the scripts to handle regular clients whose calendar nicknames do not match their official contact records.
  • Exclusion Patterns: Customize the shouldSkipEvent function in each script to ignore personal blocks, holidays, or non-billable service types.
  • Address Protection: Ensure your shop address is correctly set in the OFFICE constant of the mileage calculator to prevent incorrect distance calculations.

Maintained as part of the PNWC IT-Manual Automation Suite.