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 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 up triggers in Airtable and configure actions in Zoom, Gmail, and Airtable
• Turn on the trigger

Let's start by using Yoom to create a flow bot.

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".

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(2) The Airtable app icon will appear, click on it, then select the relevant workspace from "Add Base" and click "Allow Access".

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Now Airtable is connected.

(3) Next, integrate the Zoom app.
Select Zoom in the same way as registering Airtable with My Apps.

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(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, connect the third app, Gmail.
Search for and click the Gmail app icon in the same way.

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(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 to complete 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 apps to the Yoom account is complete, click the icon for "Try this template" below.

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Click the "OK" button to copy the template.
You will be redirected to the "My Projects" screen of your Yoom account, so please check the template contents.

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There are four setup flows.

Step 2: Set up Airtable Trigger

(1) First, set up the Airtable app trigger.

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From the "My Projects" on the left side of your Yoom account screen, click "Create a meeting in Zoom when a lead is registered in Airtable and send the meeting information to the other party via Gmail".

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You will be redirected to a screen like the one above, so let's proceed with setting up the flow bot.

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(2) First, click on the first action, "When a record is registered".

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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".

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(3) On the next screen, select the "Trigger Interval" from 5 minutes, 10 minutes, 15 minutes, 30 minutes, or 60 minutes.
※ The trigger interval varies depending on the plan, so be careful.

Set the "Base ID", "Table ID", and "Created Time Field Name" by referring to the annotations.
If you want to increase the output you can obtain, it is recommended to use 'JSONPath' to retrieve other values.

(4) After entering the information, click [Test], and if there are no issues, click [Save].

Step 3: Set up Zoom

(1) Next, click on the second action, "Create a meeting".

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(2) Enter the information of the Zoom account you want to link and click [Next].

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(3) On the next screen, enter the relevant information in the "Email Address" and "Topic" fields.
You can also set it by quoting the output obtained from the previous step, as shown in the screen below.
(For example, quoting the email address information from the "When a record is registered" step in Airtable.)

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(4) After entering the information, click [Test], and if there are no issues, click [Save].

Step 4: Set up Gmail

(1) Next, click on the third action, "Send an email".

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(2) Enter the account information you want to link on the next screen.

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(3) Scroll down and set the email content for sending the email.
You can also set it by quoting the output obtained from the previous step, as shown in the image below.
(For example, quoting the email address information from the "When a record is registered" step in Airtable.)

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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, you can set "Pre-confirmation settings" to check before execution. With this setting, you can send a notification to the specified person in charge before sending the email and check the content.

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(4) On the next screen, check the email content.
If there are no issues, click [Test], and if there are no issues, click [Save].

(5) Finally, click on the fourth action, "Update Record".

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(6) Make sure the Airtable account information is entered, and click [Next].

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(7) On the next screen, enter the "Base ID" and "Table ID or Name" by referring to the annotations.
The "Record ID" can be set by quoting the output obtained from the trigger.

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(8) Enter the desired information in the "Field Information" and "Value".
You can also quote the output, so let's make use of it.
(Below, the meeting ID obtained from the second step "Create a meeting" is entered and set as the value.)

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(9) After entering, click [Test]. If there are no issues, 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.

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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 reduction in manual work time can be expected.
Using AI operations to automatically transcribe and summarize allows for accurate recording of discussions and decisions made during the meeting.

② Issue a Zoom meeting URL and send it via email when the kintone status 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 utilizing the integration of Airtable with Zoom and Gmail, the creation and sharing of Zoom meetings for clients registered as leads in Airtable are 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 you to allocate time to more value-added tasks, such as creating higher-quality meeting materials.
Additionally, by eliminating manual processes, it is expected to reduce human errors and enhance the reliability of the business.

Be sure to implement app automation through Yoom integration to improve operational efficiency.