Nowadays, it's becoming more common to hold seminars online. Some of you might be using Google Forms as a way to make reservations. In this article, we will introduce how to integrate Google Forms with Zoom to "automatically register the sender as a Zoom webinar participant when a Google Form is submitted." This allows you to automatically register form submitters as webinar participants. Moreover, you can connect apps without any coding, so be sure to give it a try!
Recommended for
Those considering streamlining operations with Google Forms and Zoom.
Those who want to add Google Form submitters as Zoom webinar participants.
Those who want to prevent missing participant additions by integrating Google Forms and Zoom.
For those who want to try it immediately
In this article, we introduce a method of integration using the no-code tool "Yoom." No complicated settings or operations are required, making it easy for non-engineers to achieve. You can start right away with the template below, so please give it a try!
When information is submitted via Google Forms, automatically register for the Zoom webinar.
How to Create a Workflow Linking Google Forms and Zoom
Now, let's introduce the setup procedure for a flow bot using Yoom that "automatically registers for a Zoom webinar when information is submitted via Google Forms." It can be completed in just 2 steps. Even beginners can easily set it up, so let's set it up together!
First, copy the template we will use this time to your Yoom My Projects. Please click the banner displayed just below.
When information is submitted via Google Forms, automatically register for the Zoom webinar.
When you click the banner, you will be redirected to Yoom's template site. Click on "Try this template" displayed on the screen.
Switch to Yoom's workspace, and when it shows that it has been saved, click "OK".
That's it! The template has been copied!
Step 1: Connect Google Forms and Zoom to My Apps
Next, let's prepare by connecting Yoom with the apps. This will allow you to create a flow bot.
1. Register Google Forms to My Apps
First, let's connect Google Forms with Yoom. Log in to Yoom's workspace, select My Apps, and click on New Connection.
Select Google Forms in the New Connection for My Apps.
On the screen for connecting Yoom and Google Forms, click "Sign in with Google".
For account selection, click on the account you want to connect.
On the Yoom login screen, select "Next".
Google Forms registration to My Apps is now complete.
2. Register Zoom to My Apps
Next, connect Zoom with Yoom.
As before, select My Apps from Yoom's workspace and click on New Connection.
Select Zoom (OAuth) in the New Connection for My Apps.
Enter the Client ID and Client secret. For detailed instructions on how to register Zoom to My Apps, please check here.
Zoom registration to My Apps is now complete.
Step 2: Set the App Trigger for Google Forms
Next, proceed to the flow bot settings. Click on "When a response is submitted to the form".
1. Select the Linked Account and Action
・The title is entered, but the content is optional and can be changed. ・Check the account information linked with Google Forms. ・The trigger action is "When a response is submitted to the form". ・Once set, click "Next".
2. API Connection Settings for App Trigger
・Select the trigger interval. ・Triggers can be set to intervals of 5, 10, 15, 30, or 60 minutes. A shorter setting is generally recommended. ・Note that the shortest trigger interval varies depending on the plan. ・Enter the Form ID. ・Once set, run the test.
・If the test is successful and the Google Form information is retrieved, save it. ※For information on how to retrieve response data when Google Forms is set as a trigger, please refer to this method.
Step 3: Set the Zoom Action
Next, click on "Add registrant to webinar" to complete the setup.
1. Select the Linked Account and Action
・The title can be changed. ・Check the account information linked with Zoom. ・The action is "Add participant to webinar".
2. API Connection Settings
・Set the email address for the Zoom account. ・Select the webinar ID from the options. ・Select the name and email address from the output as shown in the attached image. ・Once everything is entered, run the test and save.
Once saved, a message will appear indicating that all settings are complete, so click "Turn on Trigger".
The flow bot setup is now complete. As a side note, once the Zoom action setup in Step 3 is complete, you can obtain the "Join URL".
By adding one more action to the flow bot introduced this time, it is possible to notify webinar participants of the "Join URL" via Gmail, for example!
By creating a message as shown in the attached image, it seems possible to automate a series of flows related to the seminar.
With Yoom, once you register My Apps, you can easily customize, so feel free to try various things!
When information is submitted via Google Forms, automatically register for the Zoom webinar.
Other Automation Examples Using Google Forms and Zoom
In addition to the integrations introduced today, various automations can be achieved by utilizing the APIs of Google Forms and Zoom.
If you find something interesting, please give it a try!
Automation Examples Integrating Google Forms and Zoom
When a response is submitted to Google Forms, you can automatically create a Zoom meeting. Additionally, you can automatically grant a Zoom license once the application content in Google Forms is approved, or add the information from Google Forms to Google Calendar to create a Zoom meeting.
Add information from Google Forms to Google Calendar and create a Zoom meeting.
■Overview Isn't it a time-consuming task to check each inquiry or survey response received via Google Forms and share it with the team every time? Manual copying and sharing can also lead to delays in handling and missed information. By using this workflow, when a new response is submitted to Google Forms, its content is automatically notified to Discord, allowing you to smoothly resolve these issues.
■Recommended for ・People who manually share responses received via Google Forms with their team ・Those who use Discord as a primary communication tool and want to improve the efficiency of information sharing ・Those who want to increase the speed of handling inquiries from forms and improve customer satisfaction
■Notes ・Please connect Yoom with both Google Forms and Discord. ・For how to retrieve response content when using Google Forms as a trigger, please see the following: https://intercom.help/yoom/en/articles/6807133 ・You can choose the trigger interval at 5, 10, 15, 30, or 60 minutes. ・Please note that the shortest trigger interval differs depending on your plan.
■Overview Isn't it a hassle to share inquiries or survey responses received via Google Forms with stakeholders each time? Manual sharing can lead to delayed handling or missed information. By leveraging this workflow, as soon as a response is submitted to Google Forms, it can automatically notify the specified Slack channel, enabling fast and reliable information sharing and improving the quality of follow-up.
■Recommended for ・Those who want to quickly share responses received via Google Forms with the team on Slack ・Those who find manual information sharing burdensome and want to prevent missed or delayed notifications ・Team leaders who want to speed up the transition to the next action based on the form response content
■Notes ・Please integrate Yoom with both Google Forms and Slack. ・You can choose a trigger run interval of 5, 10, 15, 30, or 60 minutes. ・The shortest run interval depends on your plan. ・For how to retrieve response contents when using Google Forms as a trigger, please see below. https://intercom.help/yoom/en/articles/6807133
■Overview Manually transcribing inquiries and task requests received via Google Forms into Trello each time can be time-consuming. Especially when many responses are received, human errors such as input mistakes and transcription omissions are more likely to occur. By using this workflow, as soon as a response is submitted to Google Forms, a card is automatically created in Trello, solving these issues caused by manual work.
■Recommended for ・People responsible for managing tasks in Trello based on information received via Google Forms ・Those who find it time-consuming to manually transcribe requests from the form into Trello ・Those who want to automate the linkage between the form and the task management tool to improve operational efficiency
■Notes ・Please connect Yoom with both Google Forms and Trello. ・For the trigger, you can choose a run interval of 5, 10, 15, 30, or 60 minutes. ・Please note that the minimum run interval varies depending on the plan. ・For how to obtain response contents when using Google Forms as the trigger, please refer to the following: https://intercom.help/yoom/en/articles/6807133
■ Overview After receiving files via Google Forms, manually storing them in a specific Google Drive folder and organizing them by file type can be a labor-intensive task. By using this workflow, when a response with files is submitted to Google Forms, it automates the entire process of storing the files in the specified Google Drive folder according to their type, eliminating the complexity of manual file management.
■ Recommended for ・People responsible for managing in Google Drive the files received via Google Forms ・Those who spend time on manual file sorting and face issues such as misplacement ・Those who want to integrate Google Forms with Google Drive to streamline file intake operations
■ Notes ・Please connect Yoom with both Google Forms and Google Drive. ・For how to retrieve response contents when using Google Forms as a trigger, please see 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 sizes that can be handled by the trigger and each operation, please refer to the link below. https://intercom.help/yoom/en/articles/9413924
■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
■Overview This is a flow to automatically share the recording link via Outlook after obtaining the participant list when a webinar ends in Zoom. With Yoom, you can easily achieve this flow without the need for programming, as it allows for integration between apps.
■Recommended for ・Those who manually obtain recording information and contact participants via Outlook after a Zoom webinar ends ・Sales or customer support personnel who want to speed up follow-ups after webinars ・Those who frequently hold training or customer-oriented online seminars and want to reduce communication errors with participants ・Those who feel burdened by the increasing frequency of webinars and participants, and the extraction of participant lists and communication tasks
■Notes ・Please integrate Zoom and Outlook with Yoom. ・To obtain Zoom recording information, the data must be cloud recorded. ・Cloud recording is limited to specific Zoom plans, so please be aware. For details, please refer to the link below. https://intercom.help/yoom/ja/articles/9550398 ・Microsoft365 (formerly Office365) has home plans and general business plans (Microsoft365 Business), and if you are not subscribed to the general business plan, authentication may fail. ・You can select the trigger interval from 5 minutes, 10 minutes, 15 minutes, 30 minutes, or 60 minutes. ・Please note that the shortest trigger interval varies depending on the plan.
■Overview This is a flow to retrieve the participant list and share the recording link via Gmail after a Zoom webinar ends. With Yoom, you can easily achieve this flow without programming, as it allows integration between apps.
■Recommended for ・Those who manually retrieve recording information and contact participants via Gmail after a Zoom webinar ends ・Sales or customer support personnel who want to quickly follow up after a webinar ・Those who frequently hold training or customer-oriented online seminars and want to reduce communication errors with participants ・Those facing challenges with the increasing frequency of webinars and participants, and the burden of extracting participant lists and communication tasks
■Notes ・Please integrate Zoom and Gmail with Yoom. ・To retrieve Zoom recording information, data must be cloud recorded. ・Cloud recording is limited to specific Zoom plans, so please be aware. For details, please refer to the link below. https://intercom.help/yoom/ja/articles/9550398 ・Operations between "repeating the same process" are only available in the Team Plan and Success Plan. In the case of the Free Plan and Mini Plan, the operations and data connections set in the flow bot will result in errors, so please be careful. ・Paid plans such as Team Plan and Success Plan offer a 2-week free trial. During the free trial, you can use restricted apps and features (operations). ・Triggers can be set to activate at intervals of 5 minutes, 10 minutes, 15 minutes, 30 minutes, or 60 minutes. ・Please note that the shortest activation interval varies depending on the plan.
In addition to the templates we introduced, Yoom offers a variety of templates. Please take a look!
Benefits of Integrating Google Forms with Zoom
Benefit 1: Reduction of Manual Work
By integrating Google Forms with Zoom, you can automate the process of registering form submitters as Zoom webinar members. For example, if you are taking reservations for a new employee orientation via Google Forms and conducting the orientation via Zoom, you will need to register many members. Manual registration can be time-consuming and labor-intensive, increasing the burden of administrative tasks. Automating the registration process may give you more time to focus on more important tasks, such as preparing for the orientation.
Benefit 2: Improved Data Consistency and Accuracy
Once a Google Form is submitted, the registration of Zoom webinar participants is automatically completed, allowing for quick action for participants. For example, suppose you are hosting a seminar to improve programming skills. When a reservation is submitted via Google Forms, it is automatically registered for the Zoom webinar, providing peace of mind to your customers. As a result, this can enhance customer expectations and satisfaction, making it easier to lead to subsequent contracts, such as new course applications.
Benefit 3: Prevention of Human Error
When manually adding information from Google Forms to Zoom, input errors or omissions may occur. For example, suppose you are planning to hold a seminar introducing a new company service, and the sales team is handling the Zoom registration process. If the sales team is overwhelmed with activities, input errors or omissions may occur. By integrating Google Forms with Zoom, you can reduce such human errors, allowing you to focus on your primary tasks, such as customer service.
Conclusion
By integrating Google Forms with Zoom, you can automate the registration process and prevent human errors such as input mistakes or omissions. Additionally, you can smoothly respond to customers registered via Google Forms, enhancing trust and potentially leading to future contracts. Furthermore, by utilizing Yoom, you can integrate apps without the need for programming. The advantage of using Yoom is that anyone can easily incorporate automation. Take this opportunity to integrate Google Forms with Zoom using Yoom and automate your registration process!
With Yoom, you can easily build the kind of collaboration described here without programming knowledge.
After being in charge of sales and CA at a human resources company for about 5 years, I have been involved in jobs such as creating job advertisements and scouting sentences at companies that hire engineers.
I'm fascinated by Yoom's revolutionary service of “automating office work.”
I would like to write so that I can send out information that can be useful to everyone, even a little bit.
