How to integrate Airtable, Zoom, and Gmail to create a meeting in Zoom after registering a lead in Airtable and send the meeting information via Gmail.
How to Integrate Applications
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2025-04-16
How to integrate Airtable, Zoom, and Gmail to create a meeting in Zoom after registering a lead in Airtable and send the meeting information via Gmail.
k.ueno
When you receive a lot of emails every day, it can be quite a hassle to save files to Dropbox each time. Moreover, many people might have experienced the struggle of missing a file save or saving a file in the wrong folder, making it difficult to find later.
In this article, we will introduce a method to automatically save files received in Gmail to Dropbox!
By using no-code tools, you can easily set up automation between Gmail and Dropbox. You can start using it right away, so be sure to give it a try!
Recommended for
Those who want to automatically upload files attached to Gmail to Dropbox
Those who want to integrate Gmail and Dropbox to facilitate smooth file sharing within the team
Those who want to prevent the loss of attachments and ensure proper document storage
For those who want to try it immediately
In this article, we will introduce the integration method using the no-code tool "Yoom".
No complicated settings or operations are required, and even non-engineers can easily achieve it.
You can start right away using the template below, so please give it a try!
Those who have been manually creating Zoom meetings and sending the details to clients will be amazed at how quickly meetings can be created and shared by integrating Airtable, Zoom, and Gmail. By implementing this automation, you can expect to save time and improve work efficiency in the long process from lead registration to Zoom meeting creation and sending meeting details via email to the other party. This may lead to improved business reliability. This article provides a detailed explanation of the specific methods and benefits of smooth automation using Yoom.
Recommended for
・Those who use Airtable for lead management and find manual integration with other tools cumbersome ・Those who use Zoom regularly for business meetings and are looking to automate meeting creation ・Those who use Gmail for business communication and aim to streamline lead information sharing ・Sales representatives or managers who want to automate the process from meeting setup to information sharing ・Those interested in business automation using APIs and looking for practical implementation examples
Benefits and Examples of Integrating Airtable, Zoom, and Gmail
Benefit 1: Time Savings and Efficiency
The process of manually creating a meeting and sending an email after lead registration requires many steps, takes time, and carries the risk of human error. However, by integrating Airtable, Zoom, and Gmail, a meeting can be automatically created and the information sent to the other party as soon as a lead is registered. As a specific example, automation using these three apps eliminates the need for manual input by sales representatives, creating an environment where leads can be responded to quickly. As a result, work efficiency may improve, allowing sales representatives to focus more time on strategic tasks.
Benefit 2: Quick Response to Leads
Setting up a meeting and sharing information quickly when a new lead is registered is important for enhancing business reliability. Manual processes can cause delays, but with a workflow that automatically creates a Zoom meeting and sends information via Gmail triggered by Airtable registration, it is possible to respond in just a short time after lead registration. For example, if you want to quickly approach a new client, setting up a meeting soon after lead registration is effective in not missing business opportunities.
Benefit 3: Reduction of Human Errors
The manual process of creating meeting information and sending emails based on lead information carries the risk of input errors or communication mistakes. For instance, mistakes in entering the meeting URL or mixing up schedules could lead to lost business opportunities. As a specific example, by introducing automation, accurate lead information is consistently reflected in Zoom meetings and emails, minimizing errors, and allowing reliable information to be shared within the team, which may enable you to proceed with work with peace of mind.
[About Yoom]
Now, let's create a flowbot using the template "Create a Zoom meeting and send meeting information via Gmail when a lead is registered in Airtable".
How to Create an Integration Flow with Airtable, Zoom, and Gmail
The general steps to complete the flow are as follows:
Integrate Airtable, Zoom, and Gmail with My Apps
Copy the template
Set triggers in Airtable and configure operations for Zoom, Gmail, and Airtable
Turn the trigger ON
Let's start creating a flow bot using Yoom.
Step 1: Integrate Airtable, Zoom, and Gmail with My Apps
(1) First, connect Airtable to My Apps. After logging into your Yoom account, click "My Apps" on the left panel and search for Airtable from "New Connection".
(2) The Airtable app icon will appear, click on it, then select the relevant workspace from "Add Space" and click "Allow Access".
Now Airtable is connected.
(3) Next, integrate the Zoom app. Select Zoom in the same way as registering Airtable with My Apps.
(4) Enter the "Client ID" and "Client secret" for the Zoom you want to integrate. Detailed steps for registering Zoom (OAuth) with My Apps are described on this page. After entering the information, click [Add].
(5) With the Zoom app connection completed, proceed to connect the third app, Gmail. Search for and click on the Gmail app icon in the same manner.
(6) You will be taken to a screen to select an account, choose the account you want to integrate from the management accounts on the right. After selection, proceed to the sign-in screen and complete the authentication.
Once the setup is successfully completed, the three apps will be added to the My Apps screen of your Yoom account. Now, the three apps are connected to your Yoom account.
After confirming that the new connection of the target app to the Yoom account is complete, click the icon for "Try this template" below.
Click the "OK" button to copy the template. You will be redirected to the "My Projects" screen in your Yoom account, so please check the template content.
There are four setup flows.
Step 2: Set up Airtable Trigger
(1) First, set up the Airtable app trigger.
From the "My Projects" on the left side of the Yoom account screen, click "【Copy】Create a meeting in Zoom when a lead is registered in Airtable and send the meeting information to the other party via Gmail".
You will be redirected to a screen like the above, so let's start setting up the flow bot.
(2) First, click on the first action, "When a record is registered".
Enter the information of the Airtable account you want to link on this screen and click [Next]. Keep the trigger action as "When a record is registered".
(3) On the next screen, select the desired "Trigger Interval" from 5 minutes, 10 minutes, 15 minutes, 30 minutes, or 60 minutes. ※ The trigger interval varies depending on the plan, so please be careful.
Check the annotations for "Base ID", "Table ID", and "Field name of Created Time" to set them. If you want to increase the output you can get, it is recommended to obtain other values with 'JSONPath'.
(4) After entering the information, click [Test], and if there are no problems, click [Save].
Step 3: Zoom Setup
(1) Next, click on the second action, "Create a meeting".
(2) Enter the information of the Zoom account you want to link and click [Next].
(3) On the next screen, enter the relevant information in the "Email Address" and "Topic" fields. It is also possible to set it by quoting the output obtained from the previous step, as shown in the screen below. (As an example, the email address information is quoted from the "When a record is registered" step in Airtable.)
(4) After entering the information, click [Test], and if there are no problems, click [Save].
Step 4: Gmail Setup
(1) Next, click on the third action, "Send Email".
(2) Enter the account information you want to link on the next screen.
(3) Scroll down and set the email content when sending the email. It is also possible to set it by quoting the output obtained from the previous step, as shown in the image below. (As an example, the email address information is quoted from the "When a record is registered" step in Airtable.)
After entering the information, click [Next]. As a customization, there is an item to add "Attachments" at the bottom of the screen, and by clicking the red frame part, there is an item to set "Pre-confirmation settings" to confirm before execution. With this setting, it is also possible to send a notification to the specified person in charge before sending the email and confirm the content.
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(4) On the next screen, check the email content. If there are no problems with the content, click [Test], and if there are no problems, click [Save].
(5) Finally, click on the fourth action, "Update Record".
(6) Confirm that the Airtable account information is entered and click [Next].
(7) On the screen after migration, enter "Base ID" and "Table ID or Name" with reference to the annotations. "Record ID" can be set by quoting the output obtained from the trigger.
(8) Enter the desired information in "Field Information" and "Value". Since the output can also be quoted as shown in the image below, let's make use of it. (Below is an example where the meeting ID obtained from the second step "Create a meeting" is entered and set as a value.)
(9) Once you have finished entering, click [Test]. If there are no problems, click [Save]. This completes the setup.
Step 5: Turn on the Trigger
By clicking the red frame part "Turn on Trigger" on the screen below, the flow bot will start automatically.
Here is the template used this time
Other Automation Examples Using Zoom
There are other examples of automation using Zoom available on Yoom, so here are a few introductions.
① Transcribe and summarize meeting minutes when a Zoom meeting ends, and notify Microsoft Teams
By automatically transcribing and summarizing after the meeting ends, a significant amount of manual work time can be saved. Using AI operations to automatically transcribe and summarize allows for accurate recording of discussions and decisions made during meetings.
② Issue a Zoom meeting URL and send it via email when the status in kintone is updated
When the status of a specific record in kintone is updated, a Zoom meeting URL is issued with the updated record information and automatically sent via email. This is effective in preventing human errors such as incorrect recipients or mistakes in the text.
③ Save to Box after the Zoom meeting ends
Recording information is quickly organized, which can improve work efficiency. Since the recording is automatically saved to Box after the meeting ends, it also saves time on manual file management.
Summary
By leveraging the integration of Airtable with Zoom and Gmail, the creation and sharing of Zoom meetings for clients registered as leads in Airtable can be automated. For companies with a high frequency of meetings, reducing the steps of creating Zoom meetings and sending links can lead to a reduction in preparation time. This may allow more time to be allocated to high-value tasks, such as creating higher-quality meeting materials. Additionally, by eliminating manual processes, it is expected to reduce human errors and enhance business reliability.
Please consider implementing app automation through Yoom integration to improve operational efficiency.
The person who wrote this article
k.ueno
Until now, as customer support, we have made efforts to resolve users' questions and concerns.
I was moved to learn that by using Yoom, tasks that are becoming increasingly complicated on a daily basis will progress quickly!
From now on, we will continue to distribute content with easy-to-understand content so that people who aim to improve work efficiency can use the service smoothly.
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Most tools simply connect one app to another, leaving the complex tasks to you. Yoom goes much further: From document creation and browser automation to OCR and generative AI, Yoom handles it all seamlessly in one platform.
Why settle for basic integrations? Streamline your entire workflow with Yoom’s powerful hyperautomation.
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