How to integrate Notion, Zoom, and Gmail to create a meeting in Zoom and send meeting information to the other party via Gmail when a lead is registered in Notion.

When you receive a lot of emails every day, it can be quite a hassle to save files to Dropbox each time.
Moreover, many people might have experienced the struggle of missing a file save or saving a file in the wrong folder, making it difficult to find later.

In this article, we will introduce a method to automatically save files received in Gmail to Dropbox!

By using no-code tools, you can easily set up automation between Gmail and Dropbox.
You can start using it right away, so be sure to give it a try!

Recommended for

Those who want to automatically upload files attached to Gmail to Dropbox
Those who want to integrate Gmail and Dropbox to facilitate smooth file sharing within the team
Those who want to prevent the loss of attachments and ensure proper document storage

For those who want to try it immediately

In this article, we will introduce the integration method using the no-code tool "Yoom".

No complicated settings or operations are required, and even non-engineers can easily achieve it.

You can start right away using the template below, so please give it a try!

Remote meetings are convenient, but manually creating meetings and communicating information each time can be a hassle, right?
By integrating Zoom and Notion, you can automatically create Zoom meetings and automate sending via Gmail when a new lead is registered in Notion.
This article introduces specific integration methods and benefits using the no-code tool Yoom.
Let's aim to automate routine tasks to improve work efficiency and accuracy.

Recommended for

・Sales representatives who manage leads in Notion and use Zoom and Gmail to conduct business.
・Marketing personnel who want to speed up lead response and reduce work errors.
・Project managers who feel challenges in handovers and collaboration between teams.
・Corporate personnel considering improving the efficiency of manual meeting setup and email sending.
・IT system personnel thinking about automating business processes through API integration between multiple tools.

Benefits and Examples of Integrating Notion, Zoom, and Gmail

Benefit 1: Prevention of Human Error and Improvement of Accuracy

When handling many leads, errors such as inputting the wrong meeting link, incorrect email addresses, and overlooking leads are likely to occur.
However, by introducing an automated flow, these risks can be efficiently avoided.
For example, every time lead information is registered in Notion, the system automatically generates a Zoom meeting and sends an email with meeting details via Gmail.
This eliminates errors from manual work and is expected to improve the accuracy of lead responses.
Additionally, since the process proceeds based on pre-set templates, meetings are consistently created for every lead.

Benefit 2: Reduction of Workload and Strengthening of Collaboration Between Teams

Lead response often involves multiple teams such as sales, administration, and IT support, and manual processes can complicate task handovers.
However, by utilizing this automated flow, tasks that were divided among teams can be consistently processed, reducing the workload.
For example, by simply entering lead information into Notion, the sales team can automatically set up Zoom meetings and send emails, eliminating the need for other teams' involvement.
This may eliminate unnecessary communication such as handovers and confirmations, and smooth the sharing of more important information between teams.
Moreover, by unifying the overall process, standardization of operations will progress, and the role distribution among teams will become clearer.

Benefit 3: Time Reduction in Meeting Setup and Communication Tasks

Setting up meetings and creating invitation emails are necessary tasks in the initial stages of lead response, but manual work consumes a lot of time, making speedy responses difficult when there are many leads.
By introducing this automated flow, you can complete the series of tasks after lead registration without delay.
For example, when a new lead is registered in Notion, a meeting is automatically generated in Zoom, and the link is sent to the recipient via Gmail, completing the entire process faster than manual work.
This time reduction allows personnel to allocate resources to other important tasks.
Furthermore, since meeting setup is done accurately and quickly, it is expected that you can respond to leads promptly, leaving a good impression.

[About Yoom]

How to Create an Integration Flow for Notion, Zoom, and Gmail

So far, we have introduced the benefits of integrating Notion, Zoom, and Gmail.
Let's quickly use Yoom to integrate the apps used this time!
After completing the registration of My Apps, we will create a flowbot that "creates a Zoom meeting and sends meeting information to the other party via Gmail when a lead is registered in Notion."

This time, we will follow the process below.
Let's set it up together!

Integrate Notion, Zoom, and Gmail with My Apps.
Copy the template.
Set up the Notion trigger at the start of the flow, and configure the subsequent operations for Notion, Zoom, and Gmail.
Turn on the trigger button and verify the operation of the integration flow.

Step 1: My Apps Integration

Integrating with My Apps first will make the subsequent settings proceed smoothly.
First, let's integrate the Notion and Yoom you are using.
Select My Apps → New Connection from the left side of the Yoom page.

Search for Notion in the app list and log in using your method.

Once logged in, please check the page you want to access and grant access permission.
(This is to display the page you want to add in the subsequent database integration.)

Next, integrate with Zoom.

Please refer to this article to obtain and add what is necessary for the integration.

Next, integrate with Gmail.
As you proceed, you will reach this screen, so if there are no issues, please click Continue.

Once Notion, Zoom, and Gmail are displayed in My Apps, you are done.‍

Step 2: Set Triggers and Actions

We will proceed using this template this time.

Open the template page and click "Try this template".
If you are using Yoom, please log in. If you are new, please register.
Proceed, and the template will be automatically copied to your workspace.
Change the template name if necessary.
Click on My Projects on the left to see the copied template.
Click the ellipsis (...) on the right and select Edit.

What you need

A Notion database with a header set.
Please refer to the image below.

First, set up the app trigger.
Select "When a page in a specific database is created or updated".
Check the linked account information.
Proceed without changing the trigger action.

Trigger interval: You can choose from intervals of 5 minutes, 10 minutes, 15 minutes, 30 minutes, or 60 minutes.
※ The available intervals may vary depending on the plan.

Return to the database and enter the lead information.
Leave fields like Zoom MTGID blank as they will be used later.

After entering, test and save if successful.

Next, click "Retrieve record (ID search)".
Please link the database.

Set the conditions for the record you want to retrieve from the output as follows.

Test this as well, and save if the record details are reflected in the output.

Next, click "Create meeting".
Check the linked account information and proceed.
Select everything except the email address from the output.

Set up other items as well.
If the default settings are fine, proceed to test.

Save if the meeting details are reflected in the output.

Next, click "Send email".
Check the linked account information and set up the items.
Select items from the output as follows.

If the default settings are fine, proceed.

A send confirmation screen will appear, so check that the output is correctly reflected.
Test this as well, and save if successful.

Next, click "Update record (ID search)".
As before, please link the database.
Proceed, and set the conditions for the record you want to update from the output.

This time, set it to enter the Zoom MTGURL and passcode.
Embed the output as shown in the image.

Test and save if successful.
Check on the Zoom side.

The meeting has been successfully created.
Finally, turn on the app trigger to complete.

Thank you for your hard work.
Even someone not familiar with programming like me could proceed easily.

Here is the flowbot used this time ↓

Other Automation Examples Using Notion and Zoom

1.A flow to save transcription data of a meeting to Notion when a Zoom meeting ends.

The meeting isn't over until the minutes are complete, right?
Free yourself from the days of repeatedly listening to missed content and manually typing up the minutes.

2.This is a flow to notify Google Chat of daily Zoom meeting information.

By using this flow, you can grasp the day's meeting information through Google Chat notifications without having to check Zoom.
If you notify in a group chat, it seems you can prevent any team member from missing important information.

3.This is a flow to automatically register for a Zoom webinar when information is submitted through a Google Form.

It is recommended for those who have been manually registering for webinars from form responses.
By sharing the form, registration for the webinar is done automatically, allowing you to allocate that time for preparation.

Summary

This time, we introduced a flow bot that "creates a meeting in Zoom and sends the meeting information to the other party via Gmail when a lead is registered in Notion".
By integrating Notion and Zoom, we found that it is possible to automate everything from managing lead information to setting up meetings and sending emails.
This automation will likely help prevent human errors while reducing working time.

Please make use of Yoom to optimize your business processes.