"Creating a Zoom meeting link at the last minute again..." "Manually creating meetings is such a hassle..." Haven't we all felt this way at least once? When overwhelmed with daily tasks, creating Zoom meetings tends to be put on the back burner.
If you could automate these tasks, you could reduce the hassle of creating meetings. For example, you can create Zoom meetings from HubSpot form contents or generate meeting URLs from database contents. This way, the often-forgotten task of creating meetings is automated, and human errors can be prevented.
The automation we introduce this time can be set up using templates, allowing you to implement automation with minimal configuration. Let automation handle meeting creation and lighten your load a bit.
For those who want to try it as soon as possible
Yoom offers templates to automate workflows using Zoom! If you want to try it right away, click the banner below to get started!
Create a Zoom meeting based on the contents of a Hubspot form
■Overview The workflow 'Create a Zoom meeting based on Hubspot form content' streamlines the process of creating meetings. It reduces the time required for tasks, thereby improving operational efficiency.
■Recommended for ・Those who use Hubspot for customer information management and marketing activities ・Those who want to automatically utilize form data collected using Hubspot ・Those who frequently hold meetings with customers using Zoom ・Those who want to reduce the hassle of manually setting up Zoom meetings each time and set up meetings quickly ・Companies or teams that use Zoom and Hubspot as internal tools
■Notes ・Please integrate Yoom with both HubSpot and Zoom. ・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.
Various Ways to Automatically Write and Transfer Data to Zoom
There are various ways to automatically write and transfer data to Zoom. Here are some methods we've picked out for you to check out!
By clicking "Try it out" on the automation example you're interested in and registering an account, you can immediately experience automatic writing and transferring to Zoom. Registration takes just 30 seconds, so feel free to give it a try!
Automatically Send and Transfer Form Data to Zoom
This flow automatically creates Zoom meetings based on form information. It streamlines the manual meeting creation process and prevents human errors such as input mistakes!
Create a Zoom meeting based on the contents of a Hubspot form
■Overview The workflow 'Create a Zoom meeting based on Hubspot form content' streamlines the process of creating meetings. It reduces the time required for tasks, thereby improving operational efficiency.
■Recommended for ・Those who use Hubspot for customer information management and marketing activities ・Those who want to automatically utilize form data collected using Hubspot ・Those who frequently hold meetings with customers using Zoom ・Those who want to reduce the hassle of manually setting up Zoom meetings each time and set up meetings quickly ・Companies or teams that use Zoom and Hubspot as internal tools
■Notes ・Please integrate Yoom with both HubSpot and Zoom. ・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.
Automatically Send/Transfer Data from Database/CRM Services to Zoom
Starting with data from your database/CRM services, you can add registrants to webinars or create meeting URLs in Zoom. By using the information sourced from your database/CRM services for registration, you can maintain data accuracy and proceed with your tasks quickly and efficiently!
Select a meeting participant from Notion and create a Zoom meeting URL.
Automatically Send and Forward Chat Tool Data to Zoom
This flow automatically creates a meeting in Zoom starting from the data in the chat tool. By eliminating the hassle of manually setting up meetings and sharing links, you can enhance team collaboration more efficiently!
Create a Zoom meeting based on the content of a Slack post.
■Overview The "Create a Zoom meeting based on Slack post content" workflow will help reduce the hassle of creating meetings. It leads to improved work efficiency as it is completed through chat operations without directly accessing Zoom.
■Recommended for ・Those who use Slack for team communication ・Those who want to quickly set up Zoom meetings based on Slack messages ・Those with projects on a tight schedule who want to set up meetings quickly and discuss efficiently ・Those who regularly use Zoom as an online meeting tool ・Those who regularly use both Slack and Zoom and are looking for an efficient flow that integrates both
■Notes ・Please integrate both Slack and Zoom 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.
■Overview The flow 'When a message with specific conditions is posted on Microsoft Teams, create a meeting on Zoom and notify' is a business workflow that streamlines communication and meeting coordination. For example, when a message containing specific keywords is posted within Teams, a Zoom meeting is automatically created, and the meeting link is notified, enabling quick meeting setup. This eliminates the hassle of manually setting up meetings and sharing links, allowing the team to collaborate more efficiently.
■Recommended for - Team leaders and administrators who regularly use Microsoft Teams and Zoom - Business users who want to quickly set up meetings in response to specific triggers in chat - Those who feel that manual meeting setup and link sharing take up time and want to improve work efficiency - Executives and project managers who want to smoothen team communication and promote quick decision-making
■Notes - Please integrate both Microsoft Teams and Zoom with Yoom. - Triggers can be set to activate at intervals of 5, 10, 15, 30, or 60 minutes. - The shortest activation interval varies depending on the plan, so please be aware. - Microsoft365 (formerly Office365) has plans for home use and general corporate use (Microsoft365 Business), and if you are not subscribed to the general corporate plan, authentication may fail. - Branching is a feature (operation) available with the Mini Plan or higher. In the case of the Free Plan, the operation of the flow bot set will result in an error, so please be aware. - Paid plans such as the Mini Plan offer a 2-week free trial. During the free trial, you can use restricted apps and features (operations).
Let's Create a Flow to Automatically Write and Transfer Zoom Data
Let's get started by creating a flow that automatically notifies Zoom data! This time, we will proceed with the setup using Yoom without any coding, so if you do not have a Yoom account yet, please issue an account from this registration form.
[What is Yoom]
This time, we will create a flow bot that creates a Zoom meeting based on the contents of a HubSpot form! The creation process is broadly divided into the following steps.
Integrate HubSpot and Zoom with My Apps
Copy the template
Set HubSpot triggers and Zoom actions
Set the trigger to ON and complete the preparation for flow operation
Create a Zoom meeting based on the contents of a Hubspot form
■Overview The workflow 'Create a Zoom meeting based on Hubspot form content' streamlines the process of creating meetings. It reduces the time required for tasks, thereby improving operational efficiency.
■Recommended for ・Those who use Hubspot for customer information management and marketing activities ・Those who want to automatically utilize form data collected using Hubspot ・Those who frequently hold meetings with customers using Zoom ・Those who want to reduce the hassle of manually setting up Zoom meetings each time and set up meetings quickly ・Companies or teams that use Zoom and Hubspot as internal tools
■Notes ・Please integrate Yoom with both HubSpot and Zoom. ・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.
As shown in the screen below, click on My Apps → Add, and search for HubSpot.
The screen below will be displayed, so if you have an account, click "Sign in to your HubSpot account".
Enter your email address and click "to the next".
Next, enter your password. Once entered, click "Log In".
This completes the HubSpot My App integration!
2. How to Register with Zoom
Similarly, click "Add" and search for Zoom. Refer to this article to enter the Client ID and Client Secret. Once entered, click "Add" to proceed.
When the screen below appears, click "Allow".
This completes the Zoom My App integration!
Step 2: Copy the Template
Now, let's start creating the flow! There is a template available for easy setup, so let's copy it first. Log in to Yoom and click "Try it" on the banner below.
Create a Zoom meeting based on the contents of a Hubspot form
■Overview The workflow 'Create a Zoom meeting based on Hubspot form content' streamlines the process of creating meetings. It reduces the time required for tasks, thereby improving operational efficiency.
■Recommended for ・Those who use Hubspot for customer information management and marketing activities ・Those who want to automatically utilize form data collected using Hubspot ・Those who frequently hold meetings with customers using Zoom ・Those who want to reduce the hassle of manually setting up Zoom meetings each time and set up meetings quickly ・Companies or teams that use Zoom and Hubspot as internal tools
■Notes ・Please integrate Yoom with both HubSpot and Zoom. ・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.
Step 3: Set up a trigger to activate when a form is submitted in HubSpot
First, set up the "When the form is submitted" item in the HubSpot icon.
The items on the screen below are pre-configured. Once you confirm that the trigger action is set to "Form Submitted," proceed to the next page!
You can choose the trigger timing from 5 minutes, 10 minutes, 15 minutes, 30 minutes, or 60 minutes. We recommend using the shortest interval available in your plan!
Note: The shortest trigger interval you can set varies depending on your plan, so please be aware of this.
Please click within the frame to select a form ID from the displayed options.
Next, open the HubSpot screen and submit "Meeting Name," "Start Date and Time," and "Meeting Duration" using a HubSpot form for testing purposes. (It's okay to use fictional information for testing!)
Once you've set this up, return to the Yoom screen from earlier. Click "Test," and if the test is successful, the retrieved value will be obtained. If the retrieved value is correctly obtained, click "Save." Note: For reference on the retrieved value, please check here.
Step 4: Create a meeting in Zoom
Now, click on the "Create meeting" item in the Zoom icon to set it up.
The page below is also pre-configured! Once you confirm that the action is set to "Create meeting," proceed to the next page.
Please manually set the email address by checking the annotation outside the frame.
The topic is set as shown in the image below. By setting it this way, when new information is submitted in the HubSpot form, you can automatically retrieve the "Company Name" and reference it in the Zoom topic!
"Start Date and Time" and "Meeting Duration" are also pre-configured. Let's proceed as is.
Run the test, and if it is successful, save the settings.
Step 5: Turn on the trigger
Once you've set everything up, click "Turn on Trigger." This completes the setup for the flow "Create a Zoom meeting based on HubSpot form content"!
Let's run the flow immediately and confirm that it starts correctly.
Other automation examples using Zoom
Convenient automation examples using Zoom
Besides the flow introduced this time, you can automatically save to Dropbox when a Zoom meeting ends. You can also automatically register with Zoom based on information from Salesforce or Google Calendar! By using Zoom's API, you can automate various tasks, so if there's anything you're interested in, please give it a try!
Create and notify a Zoom meeting based on Jotform responses
■Overview The workflow 'Create a Zoom meeting based on Jotform responses and notify' is a business workflow that smoothly automates the process from form input to Zoom meeting setup. Based on the information collected via Jotform during event registration or meeting scheduling, a Zoom meeting is automatically generated and promptly notified to participants. This enables efficient meeting management without hassle.
■Recommended for ・Those who want to streamline meeting management by integrating Jotform and Zoom ・Organizers who want to automatically set up Zoom meetings from event or seminar registration ・Business persons who want to quickly create Zoom meetings based on form input ・Team leaders who do not want to spend time on manual meeting setup ・Marketing personnel who want to utilize data from entry forms for automatic notifications
■Notes ・Please integrate Jotform and Zoom with Yoom respectively.
■Overview The "Automatically save recording data to Dropbox after Zoom meeting ends" workflow leverages the integration of Zoom and Dropbox to streamline the management of meeting recordings. After the meeting ends, the recording data is automatically saved to Dropbox, reducing the need for manual transfer tasks and easing data management.
■Recommended for ・Business professionals who frequently use Zoom and want to efficiently manage meeting recordings ・Team leaders who spend time saving and sharing recording data ・Companies already using Dropbox and looking to strengthen integration with other tools ・Administrators who want to automate data organization after meetings to improve work efficiency ・Those who want to reduce manual data saving tasks and focus on more creative work
■Notes ・Please integrate Zoom and Dropbox with Yoom. ・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. ・To obtain Zoom recording information, meeting data must be cloud recorded. ・Cloud recording is limited to specific Zoom plans, so please be aware. For details, please refer here. ・The maximum downloadable file size is 300MB. Depending on the app's specifications, it may be less than 300MB, so please be aware. ・For details on the file size that can be handled by triggers and each operation, please check below. https://intercom.help/yoom/en/articles/9413924
■Overview This is a workflow that automatically shares recording links and minutes on Outlook after a Zoom meeting ends. It allows you to quickly communicate the contents of the meeting to your team and prevent information sharing omissions. Additionally, it automates tedious manual tasks, improving work efficiency. With Yoom, you can easily connect apps without the need for programming.
■Recommended for ・Business people who use Zoom and Outlook regularly and spend time sharing information after meetings ・Administrators who want to standardize and automate the process of sharing minutes and recording links within the team ・IT personnel in companies who want to reduce information sharing errors and improve work efficiency
■Notes ・You need to connect Zoom and Outlook to Yoom. ・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. ・Microsoft365 (formerly Office365) has plans for home use and general corporate use (Microsoft365 Business), and if you are not subscribed to the general corporate plan, authentication may fail. ・The AI operation for transcribing audio is only available in the Team Plan and Success Plan. In the case of the Free Plan and Mini Plan, the operation of the flow bot set will result in an error, so please be careful. ・Paid plans such as the Team Plan and Success Plan offer a 2-week free trial. During the free trial, you can use restricted apps and AI features (operations).
■Overview This flow allows you to create a Zoom meeting when an event is created in Google Calendar. This automation reduces the hassle of setting up meetings and allows you to use your time effectively. With Yoom, you can easily connect apps without programming.
■Recommended for ・Business people who frequently use Google Calendar and Zoom ・Those who want to automate schedule management and online meeting setup ・IT personnel in companies looking to improve operational efficiency and reduce manual work ・Leaders who want to reduce the time spent setting up team meetings
■Notes ・You need to connect both Google Calendar and Zoom with Yoom. ・You can select the trigger interval from 5, 10, 15, 30, or 60 minutes. ・Please note that the shortest trigger interval varies depending on the plan.
To handle the task of creating Zoom meetings more smartly, an automation flow can be highly effective. By automatically creating meetings in Zoom based on form responses and database content, you can prevent omissions and errors. Additionally, you can automatically create Zoom meetings from the content of chat tools like Slack and Microsoft Teams, eliminating the need to access Zoom directly. This automation is especially recommended for those who often postpone tasks because they are always busy.
If you are interested in automation using Yoom, please create a free account from here. Registration is simple and can be completed in about 30 seconds, so you can set it up during your work!
Take this opportunity to try the templates and reduce the time spent on tedious tasks!
With Yoom, you can easily build the kind of collaboration described here without programming knowledge.
I have previously gained experience in sales and sales administration within the human resources industry. Based on my past experience, I have realized that the challenges faced by various companies can be alleviated through "automation of operations." Through Yoom, I will continue to share information daily to help address your concerns as much as possible.
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