When an RSVP email is received in Outlook, add the registrant to a Zoom webinar
When an RSVP email is received in Outlook, add the registrant to a Zoom webinar
Launch this workflow to connect
Zoom &
Microsoft Outlook
!
■Overview
Checking attendance emails and registering participants for Zoom based on that information can be a time-consuming part of running a webinar. When there are many registrations, manual entry also increases the risk of input errors and missed registrations. With this workflow, when Outlook receives a specific attendance email, AI extracts the necessary information from the email body and automatically adds the registrant to the Zoom webinar. This helps reduce these challenges and keeps your webinar operations running smoothly.
■Recommended for
- Anyone who receives webinar attendance notifications in Outlook and manually registers participants in Zoom
- Anyone who wants to reflect webinar registrant information in Zoom quickly and accurately
- Anyone who wants to reduce the time spent on repetitive registration tasks and focus on other core responsibilities
■Benefits of using this template
- AI automatically extracts information from emails received in Outlook and registers participants in Zoom, reducing the time required for manual registration.
- Prevent human errors such as transcription mistakes and missing Zoom entries to ensure accurate webinar registration.
■How the Flowbot works
- First, connect Outlook and Zoom to Yoom.
- Next, select Outlook as the trigger and set the action to “When an email with a specific subject is received.” This detects when an email with the specified subject arrives in Outlook and starts the flow.
- Then, select the AI feature as an operation and set the action to “Extract data from text.” Specify the information you want to extract from the received email, such as the participant’s name.
- Finally, select Zoom as an operation and set the “Add registrant to webinar” action. Use the participant information extracted in the previous step to automatically add the registrant to a specific Zoom webinar.
※“Trigger”: An action that starts the flow. “Operation”: An action that processes data within the flow after the trigger starts.
■Customization options
- For the Outlook trigger, you can specify the folder where the emails to be processed are stored and any keywords to include in the email subject.
- For the AI operation, you can specify the information fields to extract from the Outlook email body, such as the participant’s name and company name.
- For the Zoom operation that adds registrants, you can use each piece of information extracted by the AI feature as a variable and map it to any field in the Zoom registrant information, such as the name and email address. You can also set fixed values, such as the webinar ID to register participants for.
■Notes
- Connect both Outlook and Zoom to Yoom.
- You can choose a trigger interval of 5, 10, 15, 30, or 60 minutes.
- Note that the shortest available trigger interval varies by plan.
- Microsoft 365 (formerly Office 365) offers plans for home use and business use (Microsoft 365 Business). Authentication may fail if you are not subscribed to a business plan.
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No-Code API Actions
Executable API actions
Flowbot triggers
When a Meeting Is Created (Webhook)
When a Meeting Has Ended
When a Conversation Is Created
When a Meeting Is Deleted (Webhook)
When a Participant Joins a Meeting before the Host (Webhook)
When Recordings for the Specified Host Are Completed (Webhook)
When a Recording Transcript Is Completed (Webhook)
When a Webinar Is Created (Webhook)
When a Webinar Ends (Webhook)
When a Webinar Attendee Submits a Survey Response (Webhook)
When a Webinar Registration Is Created (Webhook)
When a Webinar Registration Is Canceled (Webhook)
When an Attendee or Participant Joins a Webinar (Webhook)
When All Users' Recordings Have Completed (Webhook)
When a Meeting Is Created
When a Message Is Posted in Chat
When a File Is Posted in Team Chat
When a Specific Subject Email Is Received
Flowbot operations
Get Meeting List
Get Webinar List
Get Webinar Registrants
Get Meeting Recording Information
Add Webinar Registrant
Download Meeting Recording Files
Add User
Delete User
Assign or Remove Licenses for a User
Get User Information
Delete Meeting Cloud Recording Data
Get Conversation Details
Get Meeting Details
Edit Recurring Meeting (Monthly)
Create Recurring Meeting (Monthly)
Create Meeting
Edit Meeting
Create Recurring Meeting (Daily)
Flowbot triggers
When a Meeting Is Created (Webhook)When a Meeting Has EndedWhen a Conversation Is CreatedWhen a Meeting Is Deleted (Webhook)When a Participant Joins a Meeting before the Host (Webhook)When Recordings for the Specified Host Are Completed (Webhook)When a Recording Transcript Is Completed (Webhook)When a Webinar Is Created (Webhook)When a Webinar Ends (Webhook)When a Webinar Attendee Submits a Survey Response (Webhook)When a Webinar Registration Is Created (Webhook)When a Webinar Registration Is Canceled (Webhook)When an Attendee or Participant Joins a Webinar (Webhook)When All Users' Recordings Have Completed (Webhook)When a Meeting Is CreatedWhen a Message Is Posted in ChatWhen a File Is Posted in Team Chat
Flowbot operations
Get Meeting ListGet Webinar ListGet Webinar RegistrantsGet Meeting Recording InformationAdd Webinar RegistrantDownload Meeting Recording FilesAdd UserDelete UserAssign or Remove Licenses for a UserGet User InformationDelete Meeting Cloud Recording DataGet Conversation DetailsGet Meeting DetailsEdit Recurring Meeting (Monthly)Create Recurring Meeting (Monthly)Create MeetingEdit MeetingCreate Recurring Meeting (Daily)Edit Recurring Meeting (Daily)Create Recurring Meeting (Weekly)Edit Recurring Meeting (Weekly)Delete Specific Cloud Recording Data of a MeetingEnable / Disable User Account and Change Work StatusGet Team Chat Channel ListCreate Team Chat ChannelCreate Team Chat Shared SpaceInvite Members to Team Chat ChannelUpdate Team Chat ChannelCreate Team Chat Mention GroupAdd Members to Team Chat Mention GroupSearch Team Chat Messages and Shared FilesSend Team Chat MessageDelete Team Chat MessageUpload File to Team ChatRetrieve Meeting SummaryRetrieve Webinar Q&AList Meeting ParticipantsGet Meeting Details (Past)
Flowbot triggers
When a Specific Subject Email Is ReceivedWhen an Email Is ReceivedWhen an Event Is Registered in the CalendarWhen a Calendar Event Is Added or UpdatedWhen a Task Is CreatedWhen an Email Is Received
Flowbot operations
Create an Event in My CalendarCreate a CalendarCreate an Event in a Specified User's CalendarGet Email Attachment InformationDownload Email AttachmentsDelete Event from a Specific User's CalendarUpdate Event in a Specific User's CalendarDelete Event from My CalendarUpdate Event in My CalendarCreate Task (with Reminder Settings)Create a Task (Reminders Not Supported)Search Events in My CalendarSearch Events in a Specific User's CalendarFind Meeting TimesGet Calendar ViewRetrieve Mail MessagesMove MessageRetrieve a Specific MessageSearch Messages in a Specific FolderUpdate MessageFind a Specified User's Free/busy ScheduleRetrieve a Specified User's Calendar ViewRetrieve a Specified Group's Calendar ViewRetrieve a List of Members in a Specified GroupMore inspiration for you
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