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

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 emails 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 automate routine tasks to improve efficiency and accuracy in your work.

Recommended for

・Sales representatives managing leads in Notion and using Zoom and Gmail to conduct business.
・Marketing personnel looking to speed up lead response and reduce operational errors.
・Project managers who feel challenges in handovers and collaboration between teams.
・Corporate personnel considering the efficiency of manual meeting setups 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 Errors and Improved Accuracy

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

Benefit 2: Reduction of Workload and Enhanced 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 automation flow, tasks previously divided among teams can be processed consistently, reducing workload.
For example, when the sales team inputs lead information into Notion, the Zoom meeting setup and email sending are done automatically, eliminating the need for other teams' involvement.
This can reduce unnecessary communication like handovers and confirmations, potentially smoothing the sharing of important information between teams.
Additionally, by standardizing the entire process, the roles of each team become clearer, promoting business standardization.

Benefit 3: Time Savings 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 can consume a lot of time, making speedy responses difficult when there are many leads.
By introducing this automation flow, you can complete the series of tasks after lead registration without delay.
For example, when a new lead is registered in Notion, a Zoom meeting is automatically generated, and the link is sent to the recipient via Gmail, completing the entire process faster than manual work.
This time-saving allows personnel to allocate resources to other important tasks.
Furthermore, accurate and prompt meeting setups enable quick responses to leads, potentially leaving a good impression.

[What is 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 integrate the apps we'll use this time with Yoom!
After completing the registration of My Apps, we will create a flowbot that "creates a Zoom meeting and sends the 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 the trigger in Notion as the starting point of the flow, and configure the operations for Notion, Zoom, and Gmail that follow.
Turn on the trigger button and verify the operation of the integration flow.

Step 1: My App Integration

Integrating 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 preferred 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, the process is complete.‍

Step 2: Set Triggers and Actions

This time, we will proceed using this template.

Open the template page and click on '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 as needed.
Click on My Projects on the left to see the copied template.
Click on the ellipsis (...) on the right and select Edit.

Things to Prepare

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

First, set up the app trigger.
Select "When a specific database page 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 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.

Test after entering, and save if successful.

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

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

Save if the meeting details are reflected in the output.

Next, click on "Send Email".
Check the account information to be linked and set the items.
Select items from the output as follows.

Proceed if the default settings are fine.

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

Next, click on "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. This is a flow where transcription data from a Zoom meeting is saved to Notion once the meeting ends.

The meeting isn't over until the minutes are completed, 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 set it to notify in a group chat, it seems you can prevent any oversight by the entire team.

3.This is a flow where information submitted through a Google Form is automatically registered for a Zoom webinar.

It is recommended for those who have been manually registering for webinars from form responses.
By sharing the form, webinar registration is done automatically, allowing you to use 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 lead information management to meeting setup and email sending.
This automation will likely help prevent human errors and reduce working time.

Please make use of Yoom to optimize your business processes.