Auto Add ProVisors Hub Events

Done in five easy steps. Let's set it and forget it.

Important note: Make sure you are signed in and use the Google Workspace account or Google account that gets your ProVisors registration emails.

1. Copy the script

   Copy the script Click once. It's copied and ready to paste.
   See the script

   /**
    * Auto Add ProVisors Hub Events  (v2)
    *
    * Adds your ProVisors registrations and guest approvals to Google Calendar,
    * and deletes events ProVisors cancels. Everything it does is listed in the
    * Activity Log tab of Your ProVisors Groups Cheat Sheet.
    *
    * Run these from the dropdown at the top of the editor, in order:
    *   1. setup     – makes your cheat sheet and fills in what it can
    *   2. testRun   – shows what it WOULD do. Changes nothing.
    *   3. turnOn    – checks your email every 15 minutes from now on
    *   (turnOff stops it.)
    *
    * CHANGELOG
    *   v4 (2026-11-09) No Gmail label. The Activity Log is the memory (Email ID column).
    *                   Never changes an event already on your calendar, except deleting cancellations.
    *   v2 (2026-11-09) Renamed. Cancelled events are deleted. Activity Log tab.
    *                   Time zone worked out per event (city in the name, national = Pacific).
    *                   Cheat sheet copies Zoom links and addresses already on your calendar.
    *                   No settings to edit.
    *   v1 (2026-11-09) First version.
    */
   
   const APP_NAME = 'Auto Add ProVisors Hub Events';
   const SHEET_TITLE = 'Your ProVisors Groups Cheat Sheet';
   const DEFAULT_LENGTH_MINUTES = 120;
   const LOOKBACK_DAYS = 60;
   
   const GROUP_HEADERS = ['Group', 'Time zone', 'Address (in-person)', 'Zoom link (virtual)', 'Notes (parking, floor, etc.)', 'Length (minutes)'];
   const LOG_HEADERS = ['Date', 'What happened', 'Event', 'Event date & time', 'Time zone', 'Email', 'Email ID'];
   
   const SEARCH_NEW = 'from:provisors@provisors.com (subject:"Registration Confirmation" OR subject:"Guest Request")';
   const SEARCH_CANCEL = 'from:events@provisors.com (subject:cancelled OR subject:canceled)';
   
   // Plain-English time zone names shown in the cheat sheet.
   const ZONES = {
     'Pacific': 'America/Los_Angeles',
     'Mountain': 'America/Denver',
     'Arizona': 'America/Phoenix',
     'Central': 'America/Chicago',
     'Eastern': 'America/New_York',
   };
   
   // First words of a ProVisors group name -> time zone.
   const CITY_ZONES = [
     ['Central', ['austin', 'dallas', 'fort worth', 'houston', 'san antonio', 'north texas', 'dfw', 'chicago', 'minneapolis', 'nashville', 'kansas city', 'st. louis', 'st louis', 'new orleans', 'oklahoma', 'milwaukee']],
     ['Mountain', ['denver', 'boulder', 'colorado', 'salt lake', 'utah', 'albuquerque', 'boise']],
     ['Arizona', ['phoenix', 'scottsdale', 'tucson', 'arizona']],
     ['Eastern', ['new york', 'nyc', 'boston', 'atlanta', 'miami', 'tampa', 'orlando', 'florida', 'philadelphia', 'washington', 'dc ', 'charlotte', 'raleigh', 'new jersey', 'detroit', 'pittsburgh']],
     ['Pacific', ['los angeles', 'la ', 'orange county', 'san diego', 'san francisco', 'east bay', 'silicon valley', 'sacramento', 'seattle', 'portland', 'las vegas', 'inland empire', 'pasadena', 'conejo', 'ventura', 'santa barbara', 'south bay', 'san fernando', 'west la', 'long beach']],
   ];
   
   // ---------------------------------------------------------------------
   // Buttons you run
   // ---------------------------------------------------------------------
   
   function setup() {
     const ss = getCheatSheet_();
     const names = [];
     GmailApp.search(SEARCH_NEW + ' newer_than:1y', 0, 200).forEach(t => t.getMessages().forEach(m => {
       const p = parseNewEvent(m.getSubject(), m.getPlainBody(), '');
       if (p && p.isRecurringGroup) names.push({ group: p.group, title: p.title });
     }));
     const added = addGroups_(ss, names);
     const filled = fillFromCalendar_(ss);
     Logger.log('Your cheat sheet: ' + ss.getUrl());
     Logger.log(added + ' group(s) added. ' + filled + ' Zoom link(s) or address(es) copied from your calendar.');
   }
   
   function testRun() {
     run_(true);
   }
   
   function turnOn() {
     turnOff();
     ScriptApp.newTrigger('checkEmail').timeBased().everyMinutes(15).create();
     Logger.log('On. Checking your email every 15 minutes.');
     run_(false);
   }
   
   function turnOff() {
     ScriptApp.getProjectTriggers()
       .filter(t => t.getHandlerFunction() === 'checkEmail')
       .forEach(t => ScriptApp.deleteTrigger(t));
   }
   
   function checkEmail() {
     run_(false);
   }
   
   // ---------------------------------------------------------------------
   // Main work
   // ---------------------------------------------------------------------
   
   function run_(dryRun) {
     const lock = LockService.getScriptLock();
     if (!lock.tryLock(5000)) return;
     try {
       const cal = CalendarApp.getDefaultCalendar();
       const myZone = cal.getTimeZone();
       const ss = getCheatSheet_();
       const groups = readGroups_(ss);
       const now = new Date();
       const would = dryRun ? 'WOULD ' : '';
       const recent = ' newer_than:' + LOOKBACK_DAYS + 'd';
       const handled = handledEmailIds_(ss);   // emails already in the Activity Log
       const newGroups = [];
       const log = [];
       const row = (what, title, when, zone, thread, msg) =>
         log.push([new Date(), what, title, when, zone, thread.getPermalink(), msg.getId()]);
   
       // 1) Registrations and guest approvals
       GmailApp.search(SEARCH_NEW + recent, 0, 50).forEach(thread => {
         thread.getMessages().forEach(msg => {
           if (handled[msg.getId()]) return;
           const p = parseNewEvent(msg.getSubject(), msg.getPlainBody(), msg.getBody());
           if (!p) return;
           const g = groups[norm_(p.group)] || {};
           const zoneName = ZONES[g.zone] ? g.zone : guessZone(p.title, myZone);
           const zone = ZONES[zoneName] || myZone;
           const start = Utilities.parseDate(p.dateText, zone, 'yyyy-MM-dd HH:mm');
           const when = Utilities.formatDate(start, myZone, 'EEE MMM d, yyyy h:mm a z');
           if (start < now) { Logger.log('Skip (already happened): ' + p.title); return; }
           if (p.isRecurringGroup) newGroups.push({ group: p.group, title: p.title });
   
           if (findExisting_(cal, start, p)) {
             Logger.log('Skip (already on calendar): ' + p.title + ' | ' + when);
             if (!dryRun) row('Skipped – already on your calendar', p.title, when, zoneName, thread, msg);
             return;
           }
           const minutes = Number(g.length) || DEFAULT_LENGTH_MINUTES;
           const location = p.format === 'Virtual'
             ? (g.zoom || 'Virtual – Zoom link on the ProVisors hub')
             : (g.address || '');
           Logger.log(would + 'ADD: ' + p.title + ' | ' + when + ' (' + zoneName + ' time in the email) | ' + minutes + ' min');
           if (dryRun) return;
           cal.createEvent(p.title, start, new Date(start.getTime() + minutes * 60000), {
             location: location,
             description: buildDescription(p, cleanLink_(p.link), g.notes, zoneName),
           });
           row('Added (' + p.kind + ')', p.title, when, zoneName, thread, msg);
         });
       });
   
       // 2) Cancellations: the only time it touches an event already on your calendar is to delete it.
       GmailApp.search(SEARCH_CANCEL + recent, 0, 50).forEach(thread => {
         thread.getMessages().forEach(msg => {
           if (handled[msg.getId()]) return;
           const title = parseCancellation(msg.getSubject());
           if (!title) return;
           const matches = cal.getEvents(now, new Date(now.getTime() + 400 * 86400000), { search: title })
             .filter(e => norm_(e.getTitle()) === norm_(title));
           if (!matches.length) {
             Logger.log('Cancellation, but it is not on your calendar: ' + title);
             if (!dryRun) row('Cancellation received – nothing on calendar to delete', title, '', '', thread, msg);
             return;
           }
           matches.forEach(e => {
             const when = Utilities.formatDate(e.getStartTime(), myZone, 'EEE MMM d, yyyy h:mm a z');
             Logger.log(would + 'DELETE (cancelled): ' + title + ' | ' + when);
             if (dryRun) return;
             e.deleteEvent();
             row('Deleted (cancelled by ProVisors)', title, when, '', thread, msg);
           });
         });
       });
   
       if (!dryRun) {
         if (newGroups.length && addGroups_(ss, newGroups)) fillFromCalendar_(ss);
         if (log.length) {
           const sh = getLogTab_(ss);
           sh.getRange(sh.getLastRow() + 1, 1, log.length, LOG_HEADERS.length).setValues(log);
         }
       }
       Logger.log(dryRun ? 'Test run finished. Nothing was changed.' : 'Done. ' + log.length + ' change(s) written to the Activity Log.');
     } finally {
       lock.releaseLock();
     }
   }
   
   // ---------------------------------------------------------------------
   // Reading the emails (no Google services here, so it can be tested anywhere)
   // ---------------------------------------------------------------------
   
   const MONTHS = { january: 1, february: 2, march: 3, april: 4, may: 5, june: 6, july: 7,
     august: 8, september: 9, october: 10, november: 11, december: 12 };
   
   function parseNewEvent(subject, plainBody, htmlBody) {
     subject = decode_(subject || '').replace(/\s+/g, ' ').trim();
     let title = null, kind = null, m;
     if ((m = subject.match(/^Registration Confirmation for (.+)$/i))) { title = m[1]; kind = 'registration'; }
     else if ((m = subject.match(/^Your Guest Request for (.+?) is approved$/i))) { title = m[1]; kind = 'guest approval'; }
     if (!title) return null;
   
     const body = decode_(plainBody || '').replace(/\s+/g, ' ');
     const d = body.match(/ on (?:Monday|Tuesday|Wednesday|Thursday|Friday|Saturday|Sunday), ([A-Za-z]+) (\d{1,2}), (\d{4}), (\d{1,2}):(\d{2}) ?([AP]M)/i);
     if (!d) return null;
     const month = MONTHS[d[1].toLowerCase()];
     if (!month) return null;
     let hour = Number(d[4]) % 12;
     if (d[6].toUpperCase() === 'PM') hour += 12;
   
     const src = (htmlBody || '') + ' ' + (plainBody || '');
     const l = src.match(/href="(https?:\/\/[^"]+)"/i) || src.match(/(https:\/\/hub\.provisors\.com\/[^\s>"]+)/i);
     const format = /\bVirtual\b/i.test(title) ? 'Virtual' : (/\bIn-Person\b/i.test(title) ? 'In-Person' : '');
     return {
       title: title,
       kind: kind,
       dateText: d[3] + '-' + pad_(month) + '-' + pad_(d[2]) + ' ' + pad_(hour) + ':' + d[5],
       link: l ? l[1].replace(/&amp;/g, '&') : '',
       format: format,
       group: groupName(title),
       isRecurringGroup: format !== '',
     };
   }
   
   function parseCancellation(subject) {
     const m = decode_(subject || '').replace(/\s+/g, ' ').trim().match(/^ProVisors\s*-\s*Cancell?ed\s*-\s*(.+)$/i);
     return m ? m[1].trim() : null;
   }
   
   // "Austin 1, In-Person - December 2026" -> "Austin 1"
   function groupName(title) {
     return title
       .replace(/,\s*(In-Person|Virtual)\b.*$/i, '')
       .replace(/\s*-\s*(January|February|March|April|May|June|July|August|September|October|November|December)\s+\d{4}\s*$/i, '')
       .trim();
   }
   
   // ProVisors emails show the meeting's local time but don't say which time zone.
   //   City in the name ("Austin 1", "Dallas 4")          -> that city's time zone
   //   National meetings (virtual with no city, "Acceleration Meeting", "National") -> Pacific (ProVisors home office)
   //   Anything else (local socials like holiday lunches) -> your own calendar's time zone
   function guessZone(title, myIanaZone) {
     const t = decode_(title).toLowerCase().trim();
     for (const [zone, cities] of CITY_ZONES) {
       if (cities.some(c => { c = c.trim(); return t.indexOf(c) === 0 && !/[a-z]/.test(t.charAt(c.length)); })) return zone;
     }
     if (/\bvirtual\b|acceleration meeting|\bnational\b/.test(t)) return 'Pacific';
     for (const name in ZONES) if (ZONES[name] === myIanaZone) return name;
     return 'your calendar\'s time zone';
   }
   
   function buildDescription(p, link, notes, zoneName) {
     const parts = [];
     if (link) parts.push('ProVisors event details: <a href="' + link + '">' + p.title + '</a>');
     if (notes) parts.push(String(notes).replace(/\n/g, '<br>'));
     parts.push('<i>Added by ' + APP_NAME + ' from your ' + p.kind + ' email. Time read as ' + zoneName +
       ' time. If that looks wrong, fix this event on your calendar and change the Time zone for this group in Your ProVisors Groups Cheat Sheet so future events are right.</i>');
     return parts.join('<br><br>');
   }
   
   // ---------------------------------------------------------------------
   // Helpers
   // ---------------------------------------------------------------------
   
   // Skip if this meeting is already on the calendar at the same start time
   // (your own recurring meeting, or one another tool added).
   function findExisting_(cal, start, p) {
     const title = norm_(p.title), group = norm_(p.group);
     return cal.getEvents(start, new Date(start.getTime() + 60000)).some(e => {
       if (e.getStartTime().getTime() !== start.getTime()) return false;
       const t = norm_(e.getTitle());
       return t === title || (group && titleHasGroup_(t, group));
     });
   }
   
   function titleHasGroup_(title, group) {
     const re = new RegExp('(^|[^a-z0-9])' + group.replace(/[.*+?^${}()|[\]\\]/g, '\\$&') + '($|[^a-z0-9])');
     return re.test(title);
   }
   
   // Registration emails wrap the hub link in an email-tracking link. Try to unwrap it.
   function cleanLink_(url) {
     if (!url || /hub\.provisors\.com/i.test(url)) return url;
     try {
       const h = UrlFetchApp.fetch(url, { followRedirects: false, muteHttpExceptions: true }).getHeaders();
       const loc = h.Location || h.location;
       if (loc && /provisors\.com/i.test(loc)) return loc;
     } catch (e) { /* keep the original link */ }
     return url;
   }
   
   // The Activity Log is the script's memory: any email listed there is already handled.
   function handledEmailIds_(ss) {
     const sh = getLogTab_(ss);
     const last = sh.getLastRow();
     const ids = {};
     if (last > 1) sh.getRange(2, LOG_HEADERS.length, last - 1, 1).getValues().forEach(r => { if (r[0]) ids[r[0]] = true; });
     return ids;
   }
   
   function getCheatSheet_() {
     const props = PropertiesService.getUserProperties();
     const id = props.getProperty('CHEAT_SHEET_ID');
     if (id) {
       try { return SpreadsheetApp.openById(id); } catch (e) { /* make a new one below */ }
     }
     const ss = SpreadsheetApp.create(SHEET_TITLE);
     const groups = ss.getSheets()[0];
     groups.setName('My Groups');
     groups.getRange(1, 1, 1, GROUP_HEADERS.length).setValues([GROUP_HEADERS]).setFontWeight('bold');
     groups.setFrozenRows(1);
     groups.setColumnWidths(1, GROUP_HEADERS.length, 210);
     groups.getRange('B2:B500').setDataValidation(
       SpreadsheetApp.newDataValidation().requireValueInList(Object.keys(ZONES), true).build());
     getLogTab_(ss);
     props.setProperty('CHEAT_SHEET_ID', ss.getId());
     return ss;
   }
   
   function getLogTab_(ss) {
     let sh = ss.getSheetByName('Activity Log');
     if (!sh) {
       sh = ss.insertSheet('Activity Log');
       sh.getRange(1, 1, 1, LOG_HEADERS.length).setValues([LOG_HEADERS]).setFontWeight('bold');
       sh.setFrozenRows(1);
       sh.setColumnWidths(1, LOG_HEADERS.length, 200);
     }
     return sh;
   }
   
   function addGroups_(ss, names) {
     const sh = ss.getSheetByName('My Groups');
     const myZone = CalendarApp.getDefaultCalendar().getTimeZone();
     const have = {};
     const last = sh.getLastRow();
     if (last > 1) sh.getRange(2, 1, last - 1, 1).getValues().forEach(r => { have[norm_(r[0])] = true; });
     const rows = [];
     names.forEach(n => {
       const k = norm_(n.group);
       if (n.group && !have[k]) { have[k] = true; rows.push([n.group, guessZone(n.title, myZone), '', '', '', '']); }
     });
     rows.sort((a, b) => a[0].localeCompare(b[0]));
     if (rows.length) sh.getRange(sh.getLastRow() + 1, 1, rows.length, GROUP_HEADERS.length).setValues(rows);
     return rows.length;
   }
   
   // Look at the last year of your calendar for each group and copy the Zoom link
   // or address you've used before. Only fills blank cells; never overwrites.
   function fillFromCalendar_(ss) {
     const sh = ss.getSheetByName('My Groups');
     const last = sh.getLastRow();
     if (last < 2) return 0;
     const cal = CalendarApp.getDefaultCalendar();
     const from = new Date(Date.now() - 365 * 86400000), to = new Date(Date.now() + 180 * 86400000);
     const range = sh.getRange(2, 1, last - 1, GROUP_HEADERS.length);
     const rows = range.getValues();
     let filled = 0;
     rows.forEach(r => {
       if (!r[0] || (r[2] && r[3])) return;
       const group = norm_(r[0]);
       const zooms = {}, addresses = {};
       cal.getEvents(from, to, { search: String(r[0]) }).forEach(e => {
         if (!titleHasGroup_(norm_(e.getTitle()), group)) return;
         const text = (e.getLocation() || '') + ' ' + (e.getDescription() || '');
         const z = text.match(/https:\/\/[\w.-]*zoom\.us\/j\/[^\s"<>]+/i);
         if (z) { const k = z[0].replace(/&amp;/g, '&'); zooms[k] = (zooms[k] || 0) + 1; }
         const loc = (e.getLocation() || '').trim();
         if (loc && !/^https?:|zoom/i.test(loc)) addresses[loc] = (addresses[loc] || 0) + 1;
       });
       const top = o => Object.keys(o).sort((a, b) => o[b] - o[a])[0] || '';
       if (!r[2] && top(addresses)) { r[2] = top(addresses); filled++; }
       if (!r[3] && top(zooms)) { r[3] = top(zooms); filled++; }
     });
     range.setValues(rows);
     return filled;
   }
   
   function readGroups_(ss) {
     const out = {};
     const sh = ss.getSheetByName('My Groups');
     const last = sh.getLastRow();
     if (last < 2) return out;
     sh.getRange(2, 1, last - 1, GROUP_HEADERS.length).getValues().forEach(r => {
       if (r[0]) out[norm_(r[0])] = { zone: String(r[1]).trim(), address: r[2], zoom: r[3], notes: r[4], length: r[5] };
     });
     return out;
   }
   
   function norm_(s) {
     return decode_(String(s || '')).toLowerCase().replace(/\s+/g, ' ').trim();
   }
   
   function decode_(s) {
     return String(s).replace(/&#39;/g, "'").replace(/&quot;/g, '"').replace(/&amp;/g, '&');
   }
   
   function pad_(n) {
     return ('0' + n).slice(-2);
   }
   

2. Make a new Apps Script project

   • Open script.google.com/home/projects/create. A new project opens.
   • Click Untitled project at the top. Type Auto Add ProVisors Hub Events and click Rename.
   • Click inside the big code box. Select everything (Cmd+A on Mac, Ctrl+A on Windows) and delete it.
   • Paste (Cmd+V or Ctrl+V).
   • Click the Save icon (the floppy disk) above the code.

3. Run setup

   • In the dropdown next to Run and Debug, pick setup. Click Run.
   • A box says Authorization required. Click Review permissions and pick your Google account.
   • If you see Google hasn't verified this app, click Advanced, then Go to Auto Add ProVisors Hub Events (unsafe). Google shows this for any script you add yourself.
   • If Google shows checkboxes, check Select all. Click Allow.
   • The Execution log at the bottom shows a link to Your ProVisors Groups Cheat Sheet. Open it to see your groups.

4. Do a test run

   • In the dropdown, pick testRun. Click Run.
   • Read the log. Each line says what it would do: WOULD ADD, Skip (already on calendar) or WOULD DELETE (cancelled). Nothing changes on your calendar during a test run.

5. Turn it on

   • In the dropdown, pick turnOn. Click Run.
   • The log says On. Checking your email every 15 minutes. There's no timer for you to set up. This step does it.
   • Open Google Calendar and look for your upcoming ProVisors events.

   If you are already using a different tool to add your events to your calendar, make sure you turn that off so you don't have duplicates.