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!
✔️ For Those Who Want to Try It Out Quickly
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.
When an event is created in Google Calendar, automatically create a meeting in Zoom and add the meeting URL to the event.
■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 to streamline 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 just by adding an event to Google Calendar. This eliminates the need for manual setup work and allows for smooth meeting preparation. ■Recommended for ・Business users who frequently use Google Calendar and Zoom meetings ・Team leaders who want to automate repetitive meeting setup tasks to improve work efficiency ・IT personnel of companies who want to smoothly manage meetings in a remote work environment
■Notes ・Please link both Google Calendar and Zoom with Yoom.
🙌 Various Ways to Automate the Integration of Google Calendar and Zoom
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!
Automatically Create Zoom Meetings When Scheduling in Google Calendar
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.
When an event is created in Google Calendar, create a Zoom meeting.
■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.
■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 to streamline 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 just by adding an event to Google Calendar. This eliminates the need for manual setup work and allows for smooth meeting preparation. ■Recommended for ・Business users who frequently use Google Calendar and Zoom meetings ・Team leaders who want to automate repetitive meeting setup tasks to improve work efficiency ・IT personnel of companies who want to smoothly manage meetings in a remote work environment
■Notes ・Please link both Google Calendar and Zoom with Yoom.
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.
When an event that meets specific conditions is created in Google Calendar, create a Zoom meeting.
■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 ・Those who manage schedules using Google Calendar ・Those who find it cumbersome to manually set up Zoom meetings when creating events that match specific conditions in Google Calendar ・Those who want to quickly complete the setup of online meetings ・Those who work remotely and frequently need online meetings ・Those who want to streamline daily tasks using automation tools ・Those who want to quickly adjust dates and create schedules
■Notes ・Please link both Google Calendar and Zoom 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. ・Branching is a feature (operation) available in plans above the mini plan. In the case of the free plan, the operation of the flow bot set will result in an error, so please be careful. ・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).
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.
When an event is created in Google Calendar, create a Zoom meeting and send an email.
■Overview The workflow 'When an event is created in Google Calendar, create a Zoom meeting and send an email' reduces the hassle of setting up meetings and notifications. By integrating Google Calendar and Zoom, smooth schedule management is achieved.
■Recommended for ・Those who manage schedules using Google Calendar ・Those who want to quickly set up Zoom meetings and notify everyone in the organization ・Those who feel the hassle of manually creating Zoom meetings each time ・Those who want to ensure the meeting participation link is shared ・Those who want to efficiently manage project or team meeting schedules ・Those who use both Google Calendar and Zoom and want to integrate them
■Notes ・Please integrate both Google Calendar 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.
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.
Create events in Google Calendar and Zoom based on the content of received emails.
■Overview By using the workflow "Create a schedule 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 efficient time management.
■Recommended for ・Those who receive many schedule notifications via email services like Gmail in their work ・Those who find it burdensome to manually register received schedule information in Google Calendar each time ・Those who use Zoom for meetings and conferences ・Those who want to reduce the hassle of schedule creation and proceed with scheduling and meeting setup quickly ・Those who want to utilize the integration of Google Calendar and Zoom ・Those who want to efficiently manage multiple appointment information in a centralized manner ・Business persons or team leaders who are actively working on improving work efficiency and productivity
■Notes ・Please integrate Yoom with both Google Calendar and Zoom.
■Overview Using the "Create events in Google Calendar and Zoom based on form content" workflow makes event creation easy. The form content is automatically reflected in Google Calendar and Zoom, improving work efficiency.
■Recommended for ・Those who manage schedules using Google Calendar ・Those who frequently hold meetings or conferences on Zoom ・Those who want to eliminate the hassle of manually creating calendar or Zoom events ・Those who want to efficiently adjust meeting schedules ・Those who want to quickly set up meeting or conference schedules ・Managers or team leaders who want to centrally manage the schedules of multiple members
■Notes ・Please link Yoom with both Google Calendar and Zoom.
🚀 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.
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
When an event is created in Google Calendar, automatically create a meeting in Zoom and add the meeting URL to the event.
■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 to streamline 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 just by adding an event to Google Calendar. This eliminates the need for manual setup work and allows for smooth meeting preparation. ■Recommended for ・Business users who frequently use Google Calendar and Zoom meetings ・Team leaders who want to automate repetitive meeting setup tasks to improve work efficiency ・IT personnel of companies who want to smoothly manage meetings in a remote work environment
■Notes ・Please link both Google Calendar and Zoom with Yoom.
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.
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!
2. How to Register Zoom
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!
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 an event is created in Google Calendar, automatically create a meeting in Zoom and add the meeting URL to the event.
■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 to streamline 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 just by adding an event to Google Calendar. This eliminates the need for manual setup work and allows for smooth meeting preparation. ■Recommended for ・Business users who frequently use Google Calendar and Zoom meetings ・Team leaders who want to automate repetitive meeting setup tasks to improve work efficiency ・IT personnel of companies who want to smoothly manage meetings in a remote work environment
■Notes ・Please link both Google Calendar and Zoom with Yoom.
When the following screen is displayed, press "OK" to start the setup!
Step 3: Set the Trigger to Activate When an Event is Created in Google Calendar
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.
Step 4: Extract Data
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.
Step 5: Create a Meeting in Zoom
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.
Step 6: Update the Event in Google Calendar
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.
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.
💡 Other Automation Template Examples Using Google Calendar and Zoom
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.
Create a schedule in Google Calendar based on information from Notion
■Overview The "Create a schedule in Google Calendar based on Notion information" workflow automates the task of creating schedules. You can create a schedule in Google Calendar with one click, linked to data on Notion.
■Recommended for ・Those who use Notion to organize and manage information ・Those who want to quickly grasp daily schedules ・Those who want to improve work efficiency by linking multiple tools ・Those who manage schedules using Google Calendar ・Those who find manual schedule input cumbersome ・Those who want to smoothly share information within a team
■Notes ・Please link both Notion and Google Calendar with Yoom. ・Please refer to the following for how to set triggers using the Chrome extension. https://intercom.help/yoom/en/articles/8831921
■Overview This is a flow to create an event in Google Calendar from form information and send materials or links via Gmail. It is a business workflow that facilitates smooth schedule management and information sharing in daily operations.
■Recommended for ・Those who find schedule management cumbersome Those who manage many regular events or meetings and want to manage schedules efficiently ・Those who want to utilize form functions in their business Team leaders or administrative staff who want to effectively utilize information gathered through forms and quickly share it with stakeholders ・Those who use Google Calendar and Gmail on a daily basis Companies that want to automate operations by linking tools ・Those who share materials in PDF or send links in bulk Those who aim to streamline information transmission tasks and achieve unified management of information
■Notes ・Please link Yoom with both Google Calendar and Gmail.
■Overview The "Add to Google Spreadsheet when an event is created in Google Calendar" workflow streamlines schedule management. You can manage Google Calendar information as data, making it easier to search past records.
■Recommended for ・Those who use Google Calendar for schedule management ・Those who want to understand daily schedules and manage them in a spreadsheet ・Those who want to share schedules with the team and respond quickly ・Those who want to regularly reflect Google Calendar information in a spreadsheet ・Those who find manual data entry cumbersome ・Those who want to prevent missed schedules and input errors and manage schedules efficiently
■Notes ・Please link both Google Calendar and Google Spreadsheet with Yoom. ・You can select the trigger interval from 5 minutes, 10 minutes, 15 minutes, 30 minutes, and 60 minutes. ・Please note that the shortest trigger interval varies depending on the plan.
■Overview The "Notify Slack when an event is created in Google Calendar" flow is a business workflow that streamlines schedule management and team communication.
■Recommended for ・Teams that use Google Calendar and Slack on a daily basis ・Business professionals who want to automate schedule sharing and notifications ・Managers and team leaders who want to improve the efficiency of information sharing ・Anyone spending time on manual notification tasks
■Notes ・Please connect Yoom with both Google Calendar and Slack. ・You can choose a trigger interval of 5, 10, 15, 30, or 60 minutes. ・Please note that the minimum trigger interval varies by plan.
■Overview The "Notify Discord when an event is created in Google Calendar" workflow helps with sharing events. Because a notification is sent automatically when an event is created, it is effective for information sharing across the team.
■Who we recommend this template for ・People who manage events in Google Calendar ・People who want to quickly check information about schedule changes and added events ・People who want to streamline task management and project progress ・People who use Discord as a communication tool ・People who want to immediately share Google Calendar schedules with team members ・People who find manual notification management cumbersome and are considering automation to prevent oversights
■Notes ・Please connect both Google Calendar and Discord with Yoom. ・You can choose the trigger interval from 5, 10, 15, 30, or 60 minutes. ・The minimum trigger interval varies depending on the plan, so please note.
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.
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 The flow "Register participant information as contacts in HubSpot when a Zoom webinar ends" automates data management post-webinar. By utilizing Yoom, participant information gathered in Zoom can be smoothly linked to HubSpot, allowing for hassle-free contact management. This enhances the efficiency of marketing activities and follow-ups.
■ Recommended for: - Marketing professionals who regularly host Zoom webinars - Sales teams using HubSpot for customer management - Businesses seeking efficient management of webinar participant information - Administrative staff spending time on manual data entry
■ Important Notes - Connect both Zoom and HubSpot with Yoom. - Triggers can be set at 5, 10, 15, 30, or 60-minute intervals. - Minimum trigger intervals differ by plan; please be aware. - Operations "Repeat the same process" are available only under Team or Success Plans. Free or Mini Plans will result in errors for configured flow bot operations or data connections. Please be cautious. - Paid plans, such as Team or Success Plans, offer a two-week free trial. During the trial, restricted apps or functions (operations) can be used.
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!
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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