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Are you spending time lots of time adjusting your schedule in Google Calendar, then opening Zoom to issue a new meeting URL to your participants? This can be a huge, time-consuming issue for many busy workers as they try to balance their priorities with their commitments. You’re not alone! But it’s essential to get meeting URL issuance right, otherwise you risk delayed meeting starts and wasted opportunities.
Manual settings are cumbersome and prone to errors, which can potentially disrupt your focus at work. In this article, we’ll introduce you to a smart solution, with specific steps to fully automate the creation of schedules and the sharing of Zoom meeting URLs by connecting your Google Calendar to Zoom.
You can start easily without any coding knowledge, so even beginners can solve the problem, starting today!
Yoom offers a template that automates "creating Google Calendar events and creating/sharing Zoom meetings.
If you're interested, click the banner below to check the template details.
■Overview
The flow "When an event is created in Google Calendar, automatically create a meeting in Zoom and add the meeting URL to the event" is a business workflow that streamlines meeting setup.
As remote work increases, it is important to quickly and reliably share Zoom meeting information.
By utilizing this workflow, a Zoom meeting is automatically created and the participation link is added to the event details simply by adding an event to Google Calendar.
This eliminates the need for manual setup work and allows for smooth meeting preparation.
■Recommended for
■Benefits of using this template
By integrating Google Calendar and Zoom, you can streamline various tasks related to meeting setup.
Below are some practical examples to get you started. So, find a template that suits you and try automating it today!
First, let's introduce the basic integration method. When an event is created in Google Calendar, a Zoom meeting is automatically created at the same time. This eliminates the need to manually set up meetings on each platform separately, significantly reducing the time spent on scheduling.
Additionally, the URL of the Zoom meeting is automatically added to the event details in Google Calendar, saving you the hassle of sharing it.
■Overview
With this flow, you can create a Zoom meeting whenever an event is created in Google Calendar. This automation reduces the hassle of setting up meetings and allows you to use your time more effectively.
By using Yoom, you can easily connect apps without the need for programming.
■Recommended for
■Benefits of using this template
■Overview
The flow "When an event is created in Google Calendar, automatically create a meeting in Zoom and add the meeting URL to the event" is a business workflow that streamlines meeting setup.
As remote work increases, it is important to quickly and reliably share Zoom meeting information.
By utilizing this workflow, a Zoom meeting is automatically created and the participation link is added to the event details simply by adding an event to Google Calendar.
This eliminates the need for manual setup work and allows for smooth meeting preparation.
■Recommended for
■Benefits of using this template
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.
■Overview
By using the workflow "Create a Zoom meeting when an event matching specific conditions is created in Google Calendar," you can easily create Zoom meetings based on events in Google Calendar.
This makes meeting setup and management more efficient.
■Recommended for
■Benefits of using this template
By integrating Google Calendar with Zoom, you can quickly set up meetings.
This reduces the hassle of creating events and improves work efficiency.
Starting meetings smoothly will enhance the productivity of the entire team, ultimately accelerating project progress.
Additionally, it becomes easier to confirm and adjust schedules, facilitating smooth communication among members.
By reducing the time spent on setting up Zoom meetings, you can focus on other important tasks.
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.
■Overview
The workflow "Create a Zoom meeting and send an email when an event is created in Google Calendar" reduces the hassle of setting up meetings and notifications.
By integrating Google Calendar and Zoom, smooth schedule management is achieved.
■Recommended for
■Benefits of using this template
By integrating Google Calendar and Zoom, you can manage meeting schedules more smoothly.
Implementing this flow eliminates the need to manually email the details of each meeting.
Notifications are automatically sent via email, ensuring that even sudden meeting setups are communicated to all relevant parties.
Additionally, being able to quickly check meeting links and details reduces wasted time and allows for efficient work progress.
Especially in today's world where remote work is prevalent, managing online meeting schedules is extremely important, and this flow alleviates that burden.
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.
■Overview
By using the workflow "Create events in Google Calendar and Zoom based on email content," you can easily register schedules by extracting schedule information from emails.
It can reduce manual input in Google Calendar and Zoom, leading to more efficient time management.
■Recommended for
■Benefits of using this template
Manually transcribing scheduled or meeting information received via email into Google Calendar or Zoom can be surprisingly labor-intensive.
The appeal of this flow is that it can automatically register extracted schedule and meeting information from received emails into the calendar and Zoom.
This allows for speedy schedule management and reduces errors such as missed or duplicate registrations.
Additionally, by eliminating the need for manual input, you can reduce the time and effort required for schedule registration, making it easier to focus on other important tasks.
■Overview
Using the workflow "Create events in Google Calendar and Zoom based on form content" makes event creation easy.
The content of the form is automatically reflected in Google Calendar and Zoom, improving work efficiency.
■Recommended for
■Benefits of using this template
By integrating Google Calendar and Zoom, you can quickly create events based on the content of the form.
This reduces the time required to create events and enables efficient schedule management.
Additionally, as manual input work decreases, input errors can be prevented, allowing for accurate schedule management.
As a result, work efficiency is improved, and you can increase the time to focus on other important tasks.
Furthermore, consistent information sharing through integration enhances communication and collaboration within the team.
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.
If you don’t have a Yoom account, please sign up using this registration form.
Here, we’ll create your account using the standard process:
■Overview
The flow "When an event is created in Google Calendar, automatically create a meeting in Zoom and add the meeting URL to the event" is a business workflow that streamlines meeting setup.
As remote work increases, it is important to quickly and reliably share Zoom meeting information.
By utilizing this workflow, a Zoom meeting is automatically created and the participation link is added to the event details simply by adding an event to Google Calendar.
This eliminates the need for manual setup work and allows for smooth meeting preparation.
■Recommended for
■Benefits of using this template
Click the "+ Add" button from the My App screen.
Search for Google Calendar in the search box.
When the following screen appears, click "Sign in with Google".
Next, select the account you want to integrate.
Click "Next".
Click "Continue".
Google Calendar registration with My App is now complete!
Similarly, click "+ New Connection" and search for Zoom.
Enter the client ID, client secret, and secret token.
📚 Reference:
For more details on how to find the Client Secret, and Secret Token for Zoom, refer to this help page.
Once entered, click "Add" to proceed to the next step.
When the following screen appears, click "Allow".
Zoom integration with My App is now complete!
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.
■Overview
The flow "When an event is created in Google Calendar, automatically create a meeting in Zoom and add the meeting URL to the event" is a business workflow that streamlines meeting setup.
As remote work increases, it is important to quickly and reliably share Zoom meeting information.
By utilizing this workflow, a Zoom meeting is automatically created and the participation link is added to the event details simply by adding an event to Google Calendar.
This eliminates the need for manual setup work and allows for smooth meeting preparation.
■Recommended for
■Benefits of using this template
When the following screen is displayed, press "OK" to start the setup!
First, set the item "When an event is created".
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 easier to understand.
The trigger activation timing can be set to 5 minutes, 10 minutes, 15 minutes, 30 minutes, or 60 minutes.
It’s generally recommended to set it to the shortest activation interval of your plan.
⚠️ Note:
The trigger interval varies depending on your Yoom plan. Be sure to check your current plan’s limit.
For the calendar ID, select the calendar you want to use from the options.
Then, set the type and search keywords as desired. (If not needed, it’s okay to skip this step.)
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 more details on retrieved values and how to set it up, see the guide here.
Next, click on the item "Extract data from text".
⚠️ Note:
The AI Data Extraction used in this Flowbot is only available in Yoom's certain plans. If you're using the Free or Plus plan, the Flowbot may face errors due to limited access. But don't worry - all plans have a 2-week free trial! You can try all features without restrictions. For more details on Yoom and its plans, visit our Yoom Help Center.
You can freely change the title. If you want to change the number of text characters, click the "Change" button.
The following screen will be displayed, so set the maximum number of characters according to your needs.
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.
The items you want to extract are set by default, so proceed as is.
Once confirmed, click the "Save" button after running the test.
The next page is set by default.
Make sure the action is set to "Create Meeting" before you proceed.
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.
The meeting description and start date, and time are also set, so please double-check them too.
The meeting time is set from the "Extract data from text" tab.
This is already set, so just confirm it.
After running the test, click the "Save" button.
Next, click "Update Event" on the Google Calendar icon.
This page is also set, so once you confirm that the action is to "Update Event", click "Next".
Then select the calendar ID from the options.
The event ID is set as shown in the screen below, so you can leave this as it is too.
The event title, start date and time, and end time are already set.
The Zoom invitation link that was automatically created earlier is set to be pasted into the event description.
Once you’ve confirmed all the above settings, run the test.
If the test is successful, click the "Save" button.
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.
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.
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.
■Overview
The workflow "Create events in Google Calendar based on Notion information" automates the task of creating events.
You can create events in Google Calendar with one click, linked with data on Notion.
■Recommended for
■Benefits of using this template
By integrating Notion with Google Calendar, you can quickly check task and event information.
Using this flow makes task management more efficient and can lead to improved outcomes.
Additionally, the exchange of information between individual systems becomes seamless, making schedule management easier.
Information sharing among members is also promoted, which will enhance overall work efficiency.
This prevents overlooking important tasks and ensures smooth project progress.
■Overview
This flow creates an event in Google Calendar from form information and sends documents or links via Gmail.
It is a business workflow that facilitates smooth schedule management and information sharing in daily operations.
■Recommended for
■Benefits of using this template
By utilizing this flow, information entered into the form is automatically added as an event in Google Calendar, and related documents or links can be sent to stakeholders via Gmail all at once. This eliminates the need for manual schedule entry and document distribution, enabling efficient business operations.
Additionally, since documents and links can be shared in bulk, it is expected to prevent information transmission errors that occur due to manual work.
By integrating tools like Google Calendar and Gmail, which are regularly used in business, it enhances the consistency and accuracy of tasks.
■Overview
The workflow "Add events created in Google Calendar to Google Sheets" streamlines schedule management.
By managing Google Calendar information as data, it becomes easier to search past records.
■Recommended for
■Benefits of using this template
By linking Google Calendar and Google Sheets, adding events becomes smoother. This supports efficient schedule management and planned business execution.
Additionally, since events are automatically added to Google Sheets, cumbersome manual input tasks are eliminated, reducing the burden.
Furthermore, being able to check multiple events at once makes information sharing among members easier, strengthening the collaboration of the entire team.
Using this system increases work efficiency and provides more time to focus on other important tasks, thereby improving productivity.
■Overview
The "Notify Slack when an event is created in Google Calendar" flow is a business workflow that streamlines schedule management and team communication.
■Who should use this template
■Benefits of using this template
■Overview
The "Notify Discord when an event is created in Google Calendar" workflow is helpful for sharing schedules.
Once an event is created, notifications are automatically sent, making it effective for information sharing among team members.
■Recommended for
■Benefits of using this template
By integrating Google Calendar with Discord, schedule sharing becomes smoother.
This makes it easier to immediately grasp changes or new events, preventing delays in response.
Due to the integration, notifications are delivered quickly, ensuring more reliable schedule management.
This allows for swift responses to schedule changes and strengthens information sharing among members.
As a result, overall work efficiency improves, enabling smoother project progress.
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.
■Overview
The "Create and Notify Zoom Meetings Based on Jotform Responses" workflow is a business workflow that smoothly handles everything from form input to the automatic setup of Zoom meetings.
Based on the information collected through Jotform during event registration or meeting scheduling, Zoom meetings are automatically generated and promptly notified to participants.
This enables efficient meeting management without hassle.
■Recommended for
■Benefits of Using This Template
Since Zoom meetings are automatically created and notified based on Jotform responses, it eliminates the hassle of manual meeting creation and notifications.
From meeting creation to participant notification, everything is done automatically based on form responses, preventing information leaks and errors.
Automation prevents human errors in meeting creation and notification, enabling accurate meeting management.
■Overview
The "Automatically Save Zoom Meeting Recordings to Dropbox After Meeting Ends" workflow leverages the integration between 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
■Benefits of Using This Template
■Overview
The flow "Register participant information as contacts in HubSpot after a Zoom webinar ends" is a business workflow that automates post-webinar data management.
By utilizing Yoom, you can seamlessly integrate participant information gathered from Zoom into HubSpot, enabling hassle-free contact management.
This enhances the efficiency of marketing activities and follow-ups.
■Recommended for
■Benefits of using this template
Since participant information is automatically registered as contacts in HubSpot after a Zoom webinar ends, it eliminates the need for manual data entry.
With Zoom webinar participant data consolidated in HubSpot, customer management becomes more efficient.
Automation helps prevent human errors in customer management and improves the accuracy of information.
■Overview
This is a flow to select a meeting partner from Salesforce and create a Zoom meeting URL.
By using Yoom, you can easily connect apps without programming.
■Recommended for
1. Those who use Salesforce for customer management and sales activities
・Those who manage customer information in Salesforce but struggle with scheduling meetings
・Those who want to streamline meeting setup and facilitate smooth communication with customers
2. Those who use Zoom as a communication tool
・Those who hold meetings regularly on Zoom and want to easily create and share meeting URLs
■Benefits of using this template
By integrating Salesforce and Zoom, meeting setup can be done smoothly.
With this flow, you can automatically create a Zoom meeting URL just by selecting a meeting partner from Salesforce.
This reduces the preparation time for meetings and enables efficient schedule management.
Additionally, since there is no need to manually create URLs, the risk of human error is reduced.
By achieving quick and accurate meeting setup, team productivity is improved, allowing more time to focus on core tasks.
■Notes
・Please integrate Yoom with both Salesforce and Zoom.
・For instructions on setting up triggers using the Chrome extension, please refer to here.
・Salesforce is an app available only with the Team Plan and Success Plan. If you are on the Free Plan or Mini Plan, the operations and data connections of the flow bot you set will result in errors, so please be careful. ・Paid plans such as the Team Plan and Success Plan offer a two-week free trial. During the free trial, you can use apps that are subject to restrictions.
■Overview
This is a flow to create a Zoom meeting when information is submitted via Google Forms.
■Recommended for
1. Those who use Google Forms for business
・Those who use Google Forms as a tool for information gathering
2. Those who host meetings on Zoom
・Those who want to streamline manual operations on Zoom
■Benefits of using this template
When creating a Zoom meeting, if you need to manually register and input information collected via Google Forms, it may feel time-consuming and cumbersome.
By utilizing [Create a Zoom meeting when information is submitted via Google Forms], you can automatically create Zoom meetings and streamline manual input tasks.
Additionally, it helps prevent human errors such as input mistakes, thereby reducing management workload.
■Notes
・Please integrate both Google Forms and Zoom with Yoom.
・Refer to the following for how to obtain response content when using Google Forms as a trigger.
https://intercom.help/yoom/ja/articles/6807133
・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.
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.
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!
