When organizing a Google Meet, you need to create the meeting after checking details such as the date, time, and participants. However, if you frequently hold meetings, doesn't it feel cumbersome to check the data for each meeting and create them one by one? Sometimes, the data from your scheduling database or emails from others can get mixed up, making it time-consuming to organize and figure out which data is for which Google Meet.
If you are facing such issues, we recommend implementing automation using Google Meet! By introducing automation, you can automatically create Google Meet sessions based on data transferred from various apps.
In this article, we will specifically explain how you can implement automation without any programming knowledge! By utilizing Google Meet automation, you might find it easier to smoothly organize meetings. We will provide a detailed explanation of the setup method that allows you to start automation easily, so please take a look!
For those who want to try it quickly
Yoom offers templates for automating workflows using Google Meet! If you want to try it right away, click the banner below to get started!
When you receive an email with a specific label in Gmail, issue a meeting space in Google Meet.
■Overview This is a workflow that automatically creates a meeting space in Google Meet when an email with a specific label is received in Gmail. This allows you to respond quickly to important emails and improve work efficiency by reducing the hassle of setting up meetings.
■Recommended for ・Those who want to automate their work by integrating Gmail and Google Meet ・Business people who need to set up meetings immediately upon receiving an email ・Team leaders who want to efficiently manage meetings using label management ・IT personnel who want to reduce work effort by introducing RPA and automated workflows ・Executives who want to quickly create meeting spaces based on email content and increase response speed
■Notes ・Please integrate both Gmail and Google Meet with Yoom.
Various Methods to Automatically Write and Transfer Data to Google Meet
There are several ways to write and transfer data to Google Meet. We've picked out a few methods for you to check out!
Simply click "Try it out" on the automation example you're interested in and register an account to immediately experience Google Meet automation. Registration takes just 30 seconds, so feel free to give it a try!
Automatically Write and Transfer Data to Google Meet Based on Email Content
This flow automatically writes and transfers data to Google Meet, starting from email apps like Gmail. You can efficiently create meetings without opening your email app.
When you receive an email with a specific label in Gmail, issue a meeting space in Google Meet.
■Overview This is a workflow that automatically creates a meeting space in Google Meet when an email with a specific label is received in Gmail. This allows you to respond quickly to important emails and improve work efficiency by reducing the hassle of setting up meetings.
■Recommended for ・Those who want to automate their work by integrating Gmail and Google Meet ・Business people who need to set up meetings immediately upon receiving an email ・Team leaders who want to efficiently manage meetings using label management ・IT personnel who want to reduce work effort by introducing RPA and automated workflows ・Executives who want to quickly create meeting spaces based on email content and increase response speed
■Notes ・Please integrate both Gmail and Google Meet with Yoom.
■Overview This is a business workflow where a meeting space is automatically issued in Google Meet when an email with a specific subject is received in Outlook. By linking email management with Google Meet's writing function, it reduces the hassle of setting up meetings and enables quick meeting starts. This workflow utilizing Yoom supports the efficiency of daily operations and contributes to improving team productivity.
■Recommended for ・Business users who want to manage email subjects in Outlook and automate operations ・Those who frequently use Google Meet and want to streamline meeting space settings ・IT personnel who want to optimize workflows using RPA and API integration ・Team leaders who want to automatically set up meetings triggered by emails and reduce hassle ・Administrators of companies who want to standardize business processes and prevent errors
■Notes ・Please link both Outlook and Google Meet with Yoom. ・Microsoft365 (formerly Office365) has a home plan and a general corporate plan (Microsoft365 Business), and if you are not subscribed to the general corporate plan, authentication may fail.
Automatically Write and Transfer Chat Tool Data to Google Meet
This flow starts with chat apps like Microsoft Teams and automatically writes and transfers data to Google Meet. You can quickly set up meetings based on chat messages.
When a message is posted on Microsoft Teams, create a meeting space in Google Meet.
■Overview The "Create a meeting space in Google Meet when a message is posted on Microsoft Teams" workflow automates the integration of communication and meetings. When an important message is posted within the team, a Google Meet meeting space is immediately generated, allowing for quick meeting setup. This eliminates the need for manual meeting creation tasks and improves work efficiency.
■Recommended for ・Business professionals who use Microsoft Teams regularly and want to reduce the hassle of meeting setup ・Team leaders who use Google Meet as their main meeting tool but find meeting space creation cumbersome ・IT personnel who want to automate the integration of communication and meetings to streamline workflows ・Project managers who want to promote quick decision-making and information sharing within the team ・Executives who want to automatically set up meetings from daily message postings and optimize time management
■Notes ・Please integrate Yoom with both Microsoft Teams and Google Meet. ・Microsoft365 (formerly Office365) has a home plan and a general business plan (Microsoft365 Business), and if you are not subscribed to the general business plan, authentication may fail.
■Overview The "Create a Google Meet when a specific condition message is posted on Slack" flow bot is a workflow that streamlines team communication. By using Yoom, it automatically detects messages on Slack that meet specific conditions set by the user and generates a Google Meet meeting on the spot. This automation eliminates the hassle of setting up meetings, enabling a quick start to meetings.
■Who this template is recommended for: - Team leaders or members who use Slack regularly - Business professionals who frequently hold meetings using Google Meet - Administrators who want to optimize business workflows using Yoom - Executives who want to expedite meeting starts and improve operational efficiency
■Notes - Please integrate Slack, Google Meet, and Yoom respectively. - The trigger can be set to activate at intervals of 5, 10, 15, 30, 60 minutes. - The shortest activation interval may differ depending on the plan, so please be careful.
Automatically Write and Transfer Data from Database/CRM Services to Google Meet
This flow starts with an app that has data, such as Airtable, and automatically writes and transfers it to Google Meet. It enables accurate meeting settings and helps prevent human errors.
When a record is added in Airtable, create a meeting space in Google Meet.
■Overview The workflow "Create a meeting space in Google Meet when a record is added in Airtable" automates the integration of data management and online meetings. Every time new information is entered into Airtable, a corresponding Google Meet meeting space is automatically generated, eliminating the need for manual setup. This enables efficient operations and rapid communication.
■Recommended for ・Those who manage data using Airtable and regularly set up meetings in Google Meet ・Business persons who spend time manually creating meeting spaces ・IT personnel considering automating business processes ・SME managers who want to smoothly integrate data
■Notes ・Please integrate both Airtable and Google Meet with Yoom.
Let's Create a Flow to Automatically Write and Transfer Data to Google Meet
Let's dive right in and create a flow to automatically write and transfer data to Google Meet! We'll be using Yoom to proceed with the setup without any coding, so if you don't have a Yoom account yet, please issue one from this registration form.
[What is Yoom]
This time, we will create a flow bot that issues a meeting space in Google Meet when an email with a specific label is received in Gmail!
The creation process is broadly divided as follows:
Integrate Gmail and Google Meet with My Apps
Copy the template
Set up the Gmail trigger and Google Meet action
Turn on the trigger and check the operation
When you receive an email with a specific label in Gmail, issue a meeting space in Google Meet.
■Overview This is a workflow that automatically creates a meeting space in Google Meet when an email with a specific label is received in Gmail. This allows you to respond quickly to important emails and improve work efficiency by reducing the hassle of setting up meetings.
■Recommended for ・Those who want to automate their work by integrating Gmail and Google Meet ・Business people who need to set up meetings immediately upon receiving an email ・Team leaders who want to efficiently manage meetings using label management ・IT personnel who want to reduce work effort by introducing RPA and automated workflows ・Executives who want to quickly create meeting spaces based on email content and increase response speed
■Notes ・Please integrate both Gmail and Google Meet with Yoom.
■Overview This is a workflow that automatically creates a meeting space in Google Meet when an email with a specific label is received in Gmail. This allows you to respond quickly to important emails and improve work efficiency by reducing the hassle of setting up meetings.
■Recommended for ・Those who want to automate their work by integrating Gmail and Google Meet ・Business people who need to set up meetings immediately upon receiving an email ・Team leaders who want to efficiently manage meetings using label management ・IT personnel who want to reduce work effort by introducing RPA and automated workflows ・Executives who want to quickly create meeting spaces based on email content and increase response speed
■Notes ・Please integrate both Gmail and Google Meet with Yoom.
When the template is copied to Yoom, the following screen will appear, so press "OK".
Step 3: Setting up Gmail Trigger
(1) First, set up the Gmail reception settings that will trigger the Flowbot. Click on "When receiving an email with a specific label" at the top of the template.
(2) In "Account information connected to Gmail", select the Gmail account you want to use for the flow and click "Next".
(3) Select the trigger interval from 5 minutes, 10 minutes, 15 minutes, 30 minutes, or 60 minutes. It is generally recommended to set the shortest time. ※ The shortest trigger interval varies depending on the plan, so please be careful.
(4) Set the label you want to receive in the "Label" field. Click the input field to display candidates from the linked account. Select the label you want to use for the flow from the "Options".
※ In Gmail, received emails can be automatically sorted into specified labels using the filter function. For more details, refer to the official site and make sure to label when creating filters!
(5) Send a test email to the Gmail address that will trigger the flow. This time, we sent a test email assuming a project meeting!
After sending, click "Test" and confirm that the contents and files of the sent email are extracted in "Retrieved Value". After confirmation, click "Save" to complete the setup.
※ Retrieved Values are the values obtained when executing "Test" during trigger or operation setup. Retrieved values can be used as values during subsequent operation setups, and they change each time the Flowbot is activated. For more details, please refer to here.
Step 4: Setting up Google Meet Action
(1) Finally, set up to create a meeting space in Google Meet. Click on "Create meeting space" in the template.
(2) Select the Google Meet account information you want to use in "Linked Account".
(3) Execute the test and try creating a meeting space. Check if the content of the created meeting space is displayed in "Retrieved Value" and click "Save".
Step 5: Setting up Gmail Action
(1) Finally, set up to send an email in Gmail. Click on "Send Email" in the template.
(2) Select the Gmail account information you want to use in "Linked Account".
(3) Set the following in "Email Content". (To: is required)
From: Email address that will be the sender in Gmail
To: Email address that will be the notification destination for creating a Google Meet meeting space
CC/BCC: Email addresses of people you want to notify besides To
Sender's Name: The sender's name displayed during notification
(4) Optionally set the subject that will be displayed during notification in "Subject". Also, optionally set the message content during notification in "Body". You can quote information set in Step 3 or Step 4 from the "Retrieved Value".
(5) Once all settings are complete, enter "Next" to confirm the notification content. If there are no issues, click "Test" to send the email.
If it was sent without any issues, click "Save" to complete the setup.
Step 6: Turn on the Trigger and Check Operation
With this, all settings are complete. After completing the setup, a pop-up like the one below will appear, so turn on the trigger. Check if the flow operates correctly!
Other Automation Examples Using Google Meet
Yoom has many other templates for automation using Google Meet! Be sure to explore and see if there are any automation examples with apps you are familiar with.
After a meeting ends on Google Meet, store the recording data in Dropbox and notify via Google Chat.
■Overview The "After ending a meeting on Google Meet, store the recording data in Dropbox and notify on Google Chat" workflow automates the management of online meeting recordings. Once the meeting recording is finished, Yoom automatically saves the recording data to Dropbox and notifies stakeholders via Google Chat. This reduces the hassle of saving and sharing recordings, facilitating smooth team communication.
■Recommended for - Business users who frequently use Google Meet and find managing meeting recordings cumbersome - Team leaders who want to centrally manage recording data in Dropbox and easily share it - Administrators who want to quickly communicate meeting information to the team using Google Chat - IT personnel in companies looking to improve productivity through automation - Those who want to streamline business workflows by integrating multiple SaaS applications
■Notes - Please integrate Yoom with Google Meet, Dropbox, and Google Chat. - Integration with Google Chat is only possible with Google Workspace. Please refer to the following for details. https://intercom.help/yoom/en/articles/6647336 - Triggers can be set to activate at intervals of 5, 10, 15, 30, or 60 minutes. - Please note that the shortest activation interval varies depending on the plan.
■Overview After meetings in Google Meet, are you spending time and effort manually compiling minutes into a Google Document? When a meeting in Google Meet ends, this workflow uses AI to automatically transcribe the recorded audio data and append the summarized text to the specified Google Document. This eliminates the hassle of manual transcription and the risk of omissions, streamlining the creation of meeting minutes.
■Recommended for ・People who frequently hold meetings in Google Meet and find creating minutes in Google Documents time-consuming ・Those who manually transcribe meetings and aim to reduce time and improve accuracy ・Those who want to achieve rapid information sharing within the team and keep projects moving smoothly
■Notes ・Please connect Google Meet, Google Meet, and Google Drive with Yoom. ・You can choose a trigger run interval of 5, 10, 15, 30, or 60 minutes. ・The minimum run interval varies by plan, so please note. ・The AI operations for OCR or transcribing audio are available only on the Team Plan and Success Plan. On the Free Plan or Mini Plan, operations configured in Flowbot will result in errors, so please note. ・Paid plans such as the Team Plan and Success Plan offer a two-week free trial. During the free trial, you can use the apps and AI features (operations) that are otherwise restricted. ・The maximum downloadable file size is 300 MB. Depending on the app specifications, it may be less than 300 MB, so please note. ・For details on the file size that can be handled by the trigger and each operation, please refer to the following. https://intercom.help/yoom/en/articles/9413924
■ Overview After a meeting on Google Meet, do you find it time-consuming to listen back to the recording, transcribe it, create minutes, and copy them into Microsoft Excel? This series of tasks is not only time-consuming but also prone to manual transcription and copying errors. By using this workflow, you can automate everything from automatic transcription of audio to AI summarization and recording to Microsoft Excel, triggered by the end of a Google Meet meeting, solving the challenges of creating minutes.
■ Recommended for ・Those who have many meetings on Google Meet and want to reduce the effort of creating minutes ・Team members who manually transcribe and summarize from recorded meeting data ・Those who want to eliminate transcription inaccuracies and copying errors to create accurate minutes
■ Notes ・Please connect Google Meet and Yoom. ・Microsoft 365 (formerly Office 365) has consumer plans and general business plans (Microsoft 365 Business). If you are not subscribed to a business plan, authentication may fail. ・For the trigger, you can select an execution interval of 5, 10, 15, 30, or 60 minutes. ・Please note that the minimum execution interval varies by plan. ・The maximum downloadable file size is 300 MB. Depending on the app specifications, it may be less than 300 MB, so please be aware. ・For details on the file sizes that can be handled by the trigger and each operation, please refer to the following: https://intercom.help/yoom/en/articles/9413924 ・The Wait AI operation is available only with the Team Plan and Success Plan. On the Free Plan or Mini Plan, the operations of the configured Flowbot will result in an error, so please be aware. ・Paid plans such as the Team Plan and Success Plan offer a two-week free trial. During the free trial, you can use restricted apps and AI features (operations).
■Overview The flow 'When a response is submitted in Google Forms, create a meeting space in Google Meet and notify' automatically generates a meeting space and notifies stakeholders when a form response is received. It is ideal for those who want to avoid the hassle of manually setting up meetings after event applications or survey responses. By leveraging the integration of Google Forms and Google Meet, meetings can be prepared quickly and efficiently. This is expected to speed up operations and prevent errors.
■Recommended for ・Persons in charge of managing event or meeting applications using Google Forms ・Team leaders who spend time manually creating meeting spaces in Google Meet ・Administrative staff who want to quickly set up and notify meetings after form responses ・Executives who want to improve operational efficiency through workflow automation ・IT personnel who want to standardize business processes using digital tools
■Notes ・Please integrate Google Forms and Google Meet with Yoom. ・The trigger can be set to activate at intervals of 5, 10, 15, 30, or 60 minutes. ・Please note that the shortest activation interval varies depending on the plan. ・Refer to the following for how to obtain response content when using Google Forms as a trigger. https://intercom.help/yoom/en/articles/6807133
By implementing automation using Google Meet, you can see how it streamlines the process of creating meetings! This allows meetings to be created with automatically transcribed data such as dates and participants, reducing the chances of creating a Google Meet with misunderstood information.
Moreover, automation like this can be achieved without programming knowledge by utilizing the no-code tool Yoom!
With a simple design that is easy for beginners to challenge, anyone can easily implement Google Meet automation. If you want to introduce automation, register with Yoom now!
You can create a free account, allowing you to immediately check the actual usability! Please give it a try!
With Yoom, you can easily build the kind of collaboration described here without programming knowledge.
I have been working as a web writer and director for over two years. I resonate with Yoom's vision and have been entrusted with the responsibility of managing blog production. Leveraging the skills I have developed through various writing tasks, I am committed to delivering content that is easy to understand and meets the needs of all users.
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