How to Create a Zoom Meeting When There is a Response to a Google Form

With online meetings becoming more common, setting up meetings has become a routine task for many companies.
However, manually accessing tools to create meetings involves login operations and data entry, which can be time-consuming.

By integrating Google Forms with Zoom, you can automate the administrative tasks that were previously done manually, allowing you to focus on your core work. This creates an environment where you can concentrate on your primary tasks.
If you have been manually issuing Zoom meetings or conducting surveys using Google Forms at the end of meetings, I hope you find this helpful!

‍Automating this process allows you to easily check the satisfaction level of seminars or meetings, freeing up time for other tasks!

Recommended for:

Those who use Google Forms and Zoom
Those looking to improve work efficiency by integrating Google Forms and Zoom
Those who want to reduce the hassle of creating meetings by integrating Google Forms and Zoom
Those who want to simplify meeting schedule management by integrating Google Forms and Zoom

For those who want to try it immediately

This article introduces how to integrate using the no-code tool "Yoom".
No complicated settings or operations are required, making it easy for non-engineers to implement.
You can start right away using the template below, so please give it a try!

[What is Yoom]

Let's get started, no programming knowledge required! We will integrate Google Forms with Zoom using Yoom.
This time, we will explain the flowbot template for "Creating a Zoom meeting when there is a response in Google Forms".

First, let's start with the preparations.

Step 1: Register My Apps

1. Integrate Google Forms

・Once you can log in to the Yoom workspace, click on My Apps displayed on the left side of the screen.
・Next, select New Connection → Google Forms.
・On the screen that says "Integrate Yoom with Google Forms," choose "sign in with Google."
・Click on the account you want to connect in the account selection.
・Select "Next" when logging into Yoom.
・On the screen where Yoom is requesting additional access to your Google account, select "Continue."

This completes the integration with Google Forms.

2. Integrate Zoom

・Similarly, select My Apps → New Connection → Zoom.
・Enter the Client ID and Client Secret.
・For detailed instructions on registering My Apps in Zoom, please refer to here.

This completes the integration with Zoom.

Step 2: Set Google Forms Trigger

Once the preparations are complete, click the banner below to copy the template!

Once the copy is complete, the template will be copied to "My Projects".

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Once the template is copied, click on Edit to actually configure the Flowbot.

1. Set up the App Trigger

・Enter the title of the Google Form you set up in the app trigger title.
・Select "When a form response is submitted" for the trigger action.
・When creating a Google Form, make sure to create a time field in the question content as the start time will be required for the next Zoom setup.

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2. API Connection Settings for the App Trigger

・Set the trigger activation interval.
・Here, the trigger activation interval is set to "5 minutes".
※The selectable time for the activation interval varies depending on the plan.
・Enter the Form ID.
・Test and save if there are no issues.
・For detailed information on Google Form output, please refer to here.

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Step 3: Set up Zoom Actions

1. Select the Linked Account and Action

・Select "Create Meeting" for the action.

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2. API Connection Settings

・Enter the required fields.
・Enter the desired values for the email address and topic.

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・Embed the date and start time obtained from the Google Form into the output.
・Set the meeting time.

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This completes the Flowbot setup!

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Thank you for your hard work!

Other Automation Examples with Google Forms and Zoom

In addition to the flow introduced this time, you can achieve various business automations by using the APIs of Google Forms and Zoom.
All of these can be used with simple settings, so if you find something interesting, please give it a try!

Other Automation Examples with Google Forms and Zoom

You can automatically grant a Zoom license when the application content of Google Forms is approved, or automatically register for a Zoom webinar after sending information.
Furthermore, you can add Google Forms information to Google Calendar and create a Zoom meeting.

Automation Example Using Google Forms

Upload files submitted via Google Forms

Files are automatically uploaded, reducing the hassle of managing files and giving you more time to focus on other tasks.

Invite users to multiple channels based on their answers in Google Forms

When inviting people to multiple channels due to joining the company or being transferred, there is no need to do it manually one by one, which shortens work time and reduces the burden on the person in charge.

Add information entered in Google Forms

You can automatically add responses from Google Forms, making adding tasks seamless.

Examples of Automation Using Zoom

Select meeting participants and create a Zoom meeting URL

Just select participants directly from the management tool and the Zoom meeting URL will be automatically generated, eliminating the need to manually enter or check the URL.

When a meeting ends on Zoom, the minutes are transcribed, summarized, and notified.

You can now focus on reviewing the meeting content and taking the next action without having to take the time to create minutes.

Notify the recording URL when the meeting ends in Zoom

You can share the recording with the whole team smoothly and without missing anything.

Benefits of Integrating Google Forms with Zoom

1. Automate Reservations for Seminars and Meetings

By integrating Google Forms with Zoom, you can automatically register Zoom meetings whenever there is a response to a Google Form for seminars or meetings.

For example, if you were manually creating meetings based on information received via Google Forms, this integration can help reduce administrative tasks!
Additionally, it eliminates the risk of errors such as missing invitations and reduces the manual effort involved, making it a win-win situation.

2. Distribute Seminar or Event Materials in Advance

Before a Zoom seminar or meeting, you can distribute participation materials via Google Forms.
Participants can review the materials in advance, allowing them to start the meeting with a certain level of understanding of the content.

With a deeper understanding, participants are more likely to ask questions about the meeting content, leading to quicker problem-solving and higher-quality meetings.

3. Conduct Surveys

You can automate the process of conducting surveys with Google Forms after a Zoom meeting.
Collecting participants' satisfaction and feedback can lead to improvements in your events or meetings.

For example, after a Zoom seminar ends, you can use Google Forms to survey participants and gather opinions on the seminar's content and delivery.
Based on the results, you might be able to improve future seminars and increase participant satisfaction.

Conclusion

By integrating Zoom with Google Forms, you can automate meeting setups and more.
Automating meeting setups and participant management allows you to prepare for meetings and seminars more quickly and reduce errors and omissions.
Additionally, by utilizing Yoom, you can easily create flowbots without any coding.
Even beginners can try it out easily, so why not take this opportunity to integrate Zoom with Google Forms and maximize the efficiency of your administrative tasks?