Streamline Your Schedule by Connecting Google Calendar and Zoom

Automatically Create Zoom Meetings When Creating Google Calendar Events Under Specific Conditions

It’s possible to automate the creation of Zoom meetings more flexibly, based on the information included in your Google Calendar (such as title, participants, time, etc.), and only when specific conditions are met.

For example, you can create Zoom meetings only for events that include the keyword "internal meeting" or execute it only when specific participants are included, preventing unnecessary meeting creation and achieving smarter operations.

Create a Zoom Meeting When Scheduling an Event in Google Calendar and Notify Participants Via Email

In addition to creating a Zoom meeting, it’s also possible to automatically notify participants of the meeting information via email.

This is useful when you want to send an email with detailed meeting information or an agenda, separate from the Google Calendar invitation feature, allowing you to smoothly deliver information to participants while preventing any sharing omissions of the meeting URL.

Create Events in Google Calendar and Zoom Based on Form or Email Content

It’s also possible to automate event registration in Google Calendar and Zoom meeting creation using tools outside Google Calendar.

For example, integrating automatic meeting setup based on the content from inquiry or reservation forms, or specific emails could be used in a whole range of scenarios including reception work and customer support.

Let's Create a Flow to Automatically Schedule Zoom Meetings When Creating Events in Google Calendar

In this example, we’ll introduce the process of creating a flow to ensure that when an event is created in Google Calendar, a Zoom meeting is automatically scheduled, and the meeting URL is added to the event. By simply adding an event to Google Calendar, a convenient flow is created where everything from creating a Zoom meeting to appending the URL to the calendar is done automatically.

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If you don’t have a Yoom account, please sign up using this registration form.

[What is Yoom]

Here, we’ll create your account using the standard process:

• Link Google Calendar and Zoom accounts to Yoom
• Copy the template
• Set the trigger (Google Calendar event creation) and actions (Zoom meeting creation, calendar event update)
• Enable and test the flow

Step 1: Integrating Google Calendar and Zoom with My App

1. How to Register Google Calendar‍

Click the "+ Add" button from the My App screen.
Search for Google Calendar in the search box.

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When the following screen appears, click "Sign in with Google".

Next, select the account you want to integrate.

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Click "Next".

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Click "Continue".

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Google Calendar registration with My App is now complete!

2. How to Register Zoom‍

Similarly, click "+ New Connection" and search for Zoom.

Refer to this help page to enter the Client ID and Client secret.
Once entered, click "Add" to proceed to the next step.

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When the following screen appears, click "Allow".

Zoom integration with My App is now complete!

Step 2: Copy the Template

Now, we’ll walk through the procedure for creating the flow.

We’ve prepared a template to easily set the flow up for you.

Once you’re logged into Yoom, click "Try it" on the banner below.

When the following screen is displayed, press "OK" to start the setup!

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Step 3: Set the Trigger to Activate When an Event is Created in Google Calendar

First, set the item "When an event is created".

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The next page is set by default.
Make sure the trigger action is set to "When an event is created" and proceed to the next page. You can then modify the title to something that’s easier to understand.

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The trigger activation timing can be set to 5 minutes, 10 minutes, 15 minutes, 30 minutes, or 60 minutes.
Depending on your plan, the shortest trigger interval you can set may vary, so be sure to check this point.

It’s generally recommended to set it to the shortest activation interval of your plan.

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For the calendar ID, select the calendar you want to use from the options.

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Then, set the type and search keywords as desired. (If not needed, it’s okay to skip this step.)

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Once the settings are complete, create a tentative event in Google Calendar and click "Test" at the bottom of the screen.

As shown in the image below, the information from Google Calendar is retrieved. Once you’re confident that this is correct, press “Save” in the settings.

※Reference: For details on the output, please check this page.

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Step 4: Extract Data

Next, click on the item "Extract data from text".

※Note: The data extraction feature is exclusive to the Team Plan and Success Plan. It will result in an error if set with the Free Plan or Mini Plan, so please be careful.
※Paid plans offer a 2-week free trial, during which you can use all apps and AI operations with restrictions, so feel free to try out the features you're interested in.

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You can freely change the title. If you want to change the number of text characters, click the "Change" button.

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The following screen will be displayed, so set the maximum number of characters according to your needs.

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Here, we’ve set it up so that the "Meeting duration (minutes)" can be automatically obtained from the start and end times of meetings registered in the Google Calendar.

The target text has already been set as shown in the screen below.

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The items you want to extract are set by default, so proceed as is.

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Once confirmed, click the "Save" button after running the test.

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Step 5: Create a Meeting in Zoom

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The next page is set by default.
Make sure the action is set to "Create Meeting"before you proceed.

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Then manually enter the email address of the Zoom account you want to use.

The topic is set as shown in the screen below.
By setting it this way, you can automatically retrieve and quote the event title from the newly registered event in Google Calendar.

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The meeting description and start date and time are also set, so please double check them too.

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The meeting time is set from the "Extract data from text" tab.
This is already set, so just confirm it.

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After running the test, click the "Save" button.

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Step 6: Update the Event in Google Calendar

Next, click "Update Event" on the Google Calendar icon.

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This page is also set, so once you confirm that the action is to "Update Event", click "Next".

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Then select the calendar ID from the options.

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The event ID is set as shown in the screen below, so you can leave this as it is too.

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The event title, start date and time, and end time are already set.

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The Zoom invitation link that was automatically created earlier is set to be pasted into the event description.

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Once you’ve confirmed all the above settings, run the test.
If the test is successful, click the "Save" button.

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Step 7: Turn the Trigger ON

Once the setup is complete, click "Turn on the trigger" at the top right of the screen.

This completes the setup for the flow "When an event is created in Google Calendar, automatically create a Zoom meeting and add the meeting URL to the event".
Try creating a new event in Google Calendar and check if a Zoom meeting is automatically created and the URL is added to the event.

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Other Automation Template Examples Using Google Calendar and Zoom

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Google Calendar and Zoom play a central role in many tasks.
Here are just some of the other automation templates that use Google Calendar and Zoom.

Convenient Automation Examples Using Google Calendar

By automating schedule notifications and event registrations, you can reduce sharing errors and tedious tasks, improving the overall efficiency of the team!<span class="mark-yellow">

For example, by simply selecting templates like "Notify Slack when an event is created" or "Add an event based on form content", you can start integration without any hassle.

Convenient Automation Examples Using Zoom

By automating tasks related to Zoom, you can efficiently handle everything from saving recorded data to issuing meeting URLs and notifying participants.

There are lots of different templates available for various purposes, such as "Save recordings to Dropbox after the meeting" and "Create a Zoom meeting upon form submission," allowing you to quickly apply them to your work to enhance efficiency and effectiveness.

Summary

In this article, we discussed how to automate the setup of online meetings by integrating Google Calendar with Zoom.

By automating tasks such as issuing and sharing meeting URLs, you can save time and prevent human errors, enabling smoother meeting management and allowing you to dedicate more time to tasks that require deeper focus.

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By utilising automation templates like the ones introduced here, anyone can easily start integrating Google Calendar with Zoom without any programming knowledge!
If you find meeting setup to be a hassle, try automation and experience huge improvements in work efficiency.

With Yoom, you can start quickly and easily, so begin automating right away!