How to Automatically Create Zoom Meetings from Google Form Responses

Do you want to automatically create meetings or seminars? By integrating Google Forms with Zoom, you can automate scheduling meetings. If you’ve been scheduling Zoom meetings or sending surveys via Google Forms after meetings, this integration will help you streamline your process :) 

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• 🌐 Connect with apps like Google Forms, Zoom and more.
• 📖 Use automation templates - no technical setup required
• 📈 Boost productivity and reduce human errors

You don't need to go through a complex setup and IT jargon, you can build your automation workflows with just a few clicks :) It's designed for those who want to streamline their daily work and save hours of time and stress from repetitive work.

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In this guide, you'll learn the step-by-step process of how to use Yoom to set up a Zoom meeting based on the data submitted in Google Forms. 

✨ Recommended for:

• Anyone who uses Google Forms and Zoom regularly
• Those looking to improve work efficiency by integrating Google Forms and Zoom
• Teams who want to simplify meeting schedule management by automating meeting creation and surveys with Google Forms and Zoom

✔️ For Those Who Want to Try It Now

Yoom offers ready-made templates for easy setup. Click the "Try it" button to get started now!

When there is a response to the Google Form, create a Zoom meeting.

Try it

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This is a flow to create a meeting in Zoom based on the submission content of Google Forms.

See details Try it

🚀 Let’s Set Up a Flowbot to Automatically Create Zoom Meetings from Google Forms Responses

Let's walk through how to set up a flow that automatically creates a Zoom meeting from the response submitted in Google Forms.

⏱️ Setup time: 10 minutes

🔧 What You’ll Need

• A free Yoom account
• Access to Google Forms and Zoom

If you don’t have a Yoom account yet, register now using this registration form!

⚠️Note: To get Zoom recording data, cloud recording must be enabled. Cloud recording is only available on specific Zoom plans, so please check your plan details.

Step 1: Register Apps in Yoom

After logging into Yoom, go to "My Apps" from the left side menu and click "+ Add".

Connecting Google Forms

Search for Google Forms and click on it. 

Log in using your Google account to link with Yoom.

Connecting Zoom

Search for Zoom and click on it. 

Enter the Client ID and Client Secret. These can be found after registering for a Zoom account in the App Marketplace.

📚 Reference: For more details on how to find the Client ID and Client Secret for Zoom, refer to this help page. 

Step 2: Copy the Template

Click the "Try It" button to copy the pre-built template into your project.

When there is a response to the Google Form, create a Zoom meeting.

Try it

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This is a flow to create a meeting in Zoom based on the submission content of Google Forms.

See details Try it

Click "Try this template".

Click "OK" and give the Flowbot a name to recognize.

The template will be copied to your "My Project".

Step 3: Set Up Google Forms Trigger

Click on the trigger action with the Google Forms icon. 

The next screen is pre-configured. You can change the title if you want. 

Then, set your trigger interval (how often you want Yoom to check Google Forms for new updates).
It can be set to 5 minutes, 10 minutes, 15 minutes, 30 minutes, or 60 minutes. We recommend setting the trigger to the shortest activation interval available for your plan. 

⚠️ Note: The trigger interval varies depending on your Yoom plan. Be sure to check your current plan’s limit.

Once all the required fields are filled, click "Test" to check for errors.
If the test is successful, the retrieved value will be updated.

If there are no issues, click “Save”.

Step 4: Create a Meeting with Zoom

Click on the action item with the Zoom icon

The next screen is pre-configured. You can change the title if you want. 

Enter the required fields. 

Select the Date and Start Time from the data retrieved from Google Forms responses. 

📚 Reference: For more details on retrieved values and how to set them up, see the guide here.

Once set, click "Test".

If the test succeeds, a Zoom meeting will be created. Make sure to hit "Save".

Step 5: Activate the Flowbot

Toggle the "Trigger On" button to activate your flow!
Check if the Flowbot you set up is working properly.

That’s it! 🎉 The Flowbot is now complete!

When there is a response to the Google Form, create a Zoom meeting.

Try it

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This is a flow to create a meeting in Zoom based on the submission content of Google Forms.

See details Try it

💡 Other Automation Examples with Google Forms and Zoom

By using Google Forms and Zoom, you can unlock a wide range of automation possibilities that simplify your workflows. Here are some examples you can explore for your next automation!

Automation Examples with Google Forms and Zoom

Add information from Google Forms to Google Calendar and create a Zoom meeting.

Try it

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Once the application submitted through Google Forms is approved, a Zoom license will be automatically granted.

Try it

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This is a flow to automatically grant a Zoom license when the application content of the Google Form is approved.

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When information is submitted via Google Forms, automatically register for the Zoom webinar.

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This is a flow to automatically register for a Zoom webinar when information is submitted via Google Form.

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Automation Examples Using Google Forms

Upload Files Submitted in Google Forms to Cloud Service

Upload files submitted through Google Forms to Box.

Try it

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This is a flow to upload files submitted via Google Forms to Box.

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Upload the file submitted via Google Forms to Dropbox.

Try it

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■Overview
When receiving files with Google Forms, checking each file and manually saving it to Dropbox is time-consuming and may lead to mistakes such as forgetting to save. By using this workflow, when a response is submitted to Google Forms, the attached file is automatically uploaded to a specified folder in Dropbox, eliminating such manual tasks and improving the accuracy and speed of file management.

■Recommended for
・Those who manually manage files received via Google Forms
・Those who want to prevent missed saves and errors caused by manual work
・Those who want to automate and streamline routine tasks between Google Forms and Dropbox

■Notes
・Please connect Google Forms, Google Drive, and Dropbox with Yoom.
・For how to retrieve the response contents when using Google Forms as a trigger, please refer to the link below.
https://intercom.help/yoom/en/articles/6807133
・You can choose trigger intervals of 5, 10, 15, 30, or 60 minutes.
・Please note that the minimum trigger interval varies by plan.
・The maximum downloadable file size is 300 MB. Depending on the app specifications, it may be less than 300 MB.
・For details on the file size limits handled by the trigger and each operation, please refer to the link below.
https://intercom.help/yoom/en/articles/9413924

See details Try it

Upload the file submitted via Google Forms to Microsoft SharePoint.

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This is a flow to upload files submitted via Google Forms to Microsoft SharePoint.

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Invite Users to Chat Tools’ Channels Based on Google Form Responses

Invite users to multiple Discord channels based on the information provided in the Google Form responses.

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This flow invites users to multiple Discord channels based on the information provided in the Google Form responses.

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Invite users to multiple Google Chat spaces based on the information provided in the Google Form responses.

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This is the flow to invite users to multiple spaces in Google Chat based on responses in Google Forms.

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Invite users to multiple Slack channels based on the information they provided in the Google Form.

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This is a flow to invite users to multiple Slack channels based on Google Form responses.

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Register Google Form Data in Other Apps

Register the information submitted through Google Forms in Asana.

Try it

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This is a flow to register information entered in Google Form to Asana.

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Register the information submitted through Google Forms in Zendesk.

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This is a flow to register the information recorded in Google Forms to Zendesk.

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Register the information submitted through Google Forms on GitHub.

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This is a flow to register information submitted via Google Forms to GitHub.

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Automation Examples Using Zoom

Create Zoom Meeting URLs by Selecting Participants from Other Apps

Select a meeting participant from Airtable and create a Zoom meeting URL.

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This is a flow to select a meeting participant from Airtable and create a Zoom meeting URL.

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Select a meeting participant from HubSpot and create a Zoom meeting URL.

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This is a flow to select a meeting partner from HubSpot and create a Zoom meeting URL.

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Select a meeting participant from Salesforce and create a Zoom meeting URL.

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This is a flow to select meeting participant from Salesforce and create a Zoom meeting URL.

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Transcribe and Summarize Zoom Meeting Minutes and Share Them in Chat Tools

When the meeting on Zoom ends, transcribe the minutes and summarize them, then notify on Google Chat.

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This flow automatically transcribes and summarizes meeting content when a Zoom meeting ends and notifies the transcription results to Google Chat.

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When the meeting on Zoom ends, transcribe the minutes and summarize them, then notify on Telegram.

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When a Zoom meeting ends, this flow automatically transcribes and summarizes the meeting content and notifies Telegram with the transcription results.

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When the meeting on Zoom ends, transcribe the minutes and summarize them, then send a notification on Slack.

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This flow automatically transcribes and summarizes the meeting content after a Zoom meeting ends, and notifies the transcription results on Slack.

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Share Recording URLs to Chat Tools After Zoom Meetings

When the meeting ends on Zoom, notify the recording URL to Microsoft Teams.

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This is a flow to notify any Microsoft Teams recipient of the meeting recording URL when a meeting ends on Zoom.

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When the meeting ends on Zoom, notify the recording URL on Discord.

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This is a flow that notifies the recording URL of the meeting to any destination of Discord when the meeting ends on Zoom.

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When the meeting ends on Zoom, notify the recording URL on Slack.

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This flow notifies the recording URL of a Zoom meeting to any specified recipient in Slack when the meeting ends.

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👏 Benefits of Integrating Google Forms with Zoom

Benefit 1. Automate Meeting and Seminar Appointments

Integrating Google Forms with Zoom allows you to automatically schedule Zoom meetings whenever someone submits a response to a Google Form for a seminar or meeting. 

For example, if you were manually setting up meetings based on Google Form responses, this integration streamlines the process, reducing administrative work and eliminating the risk of errors such as missing to send invitations. It can save time and effort, making the process more efficient. 

Benefit 2. Distribute Materials Before Seminars or Meetings

With this integration, you can automatically send materials via Google Forms before a Zoom seminar or meeting. Participants will have the chance to review materials in advance, allowing them to come prepared with a better understanding of the content. 

Benefit 3. Conduct Post-Meeting Surveys

Google Forms can also help you automate post-meeting surveys to collect feedback and assess participant satisfaction. 

After a Zoom seminar or meeting, you can send out a survey to gather opinions on the event’s content, presentation, and overall delivery. This valuable feedback will help you improve future events, leading to better experiences for participants. 

📖 Summary

Integrating Zoom with Google Forms helps automate meeting setups and participant management, making it easier to prepare for seminars and meetings. By automating these tasks, you can save time, reduce errors, and ensure a smoother process.

Yoom is designed for anyone who wants to try automation. You can easily set it up! Ready to simplify your workflows? Sign up for Yoom and try it today!

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