Zoom meetings are as much a part of our daily lives as checking our emails or ticking off to-do items from our task list. From team check-ins to client presentations, they’re a vital part of everybody’s schedule.
But the planning involved with setting up each meeting, coordinating calendars, sharing recordings, and more—takes a lot of manual effort.
But what if you could make Zoom work smarter for you? With Zapier, you can connect Zoom to the rest of your tech stack and create automatic workflows (called Zaps) that streamline the entire process. Here’s how.
You’ll need a Zapier account to use the workflows in this piece. If you don’t have an account yet, it’s free to get started.
Table of contents
To get started with a Zap template—what we call our pre-made workflows—just click on the button next to the name of a Zap you’d like to try. It only takes a few minutes to set it up. You can read more about setting up Zaps here.
Add Zoom attendees to your CRM
If webinars are part of your marketing strategy, you want to make sure that you capture registrations in your CRM or email marketing app. With Zapier, you can automatically add new attendees as contacts wherever you need them.
Track and share recordings
I know this may come as a shock, but sometimes people will miss a meeting or that awesome webinar you hosted. Luckily, it’s easy to record meetings on Zoom. Plus, recordings can display the meeting chat, transcripts, and timestamps to make it easier to catch up later.
What’s not as easy? Remembering to share the recording later. This may not be a big deal if it’s a low-stakes internal meeting, but when it’s a webinar or event you promoted, you may have some angry customers.
You can prevent some angry messages with a Zap or two. The workflows below will automatically send new Zoom recordings to a cloud storage app or video service or even in a Slack message with a recording link.
Of course, another way to make sure your registrants actually show up to a meeting or a webinar is by sending them customized emails before the event itself.
With Zapier, you can send personalized comms via Gmail or Outlook with details specific to the event they signed up for. That way, you can keep their interest alive until the big day.
Note: Zoom admins and owners have the ability to trigger workflows for all new recordings and meetings across their entire accounts, not just those they have personally created.
Use AI to transcribe Zoom recordings
Do you use AI meeting recordings tools like tl;dr or Descript to manage meetings? While these tools are highly effective at generating transcripts and summaries, there may be times where you can’t bring these bots to a Zoom call (like if another team member is a host).
Whatever the case, you can use these Zaps as a workaround. Whenever a new recording is ready in Zoom, Zapier will send them straight to your AI tool, where it can effectively transcribe or summarize your recordings from there.
Add meeting invites to calendar bookings
When I discovered scheduling apps, I felt like a genius. I used to work as a radio producer, so I constantly sent emails back and forth to book interviews. Had I known about scheduling apps, I would’ve saved a ton of time.
If you use scheduling apps at work, you’re already one step ahead of me. But there’s one pitfall everyone encounters: forgetting to include the Zoom link.
Our memories are faulty, so let Zapier take that burden for you. Try these Zaps, which will automatically create Zoom meetings from your booking apps.
If you constantly forget to attach Zoom links to your calendar events, Zapier can take care of that too:
Track meeting attendance
You just hosted a webinar that attendees loved. You’re feeling good. But you know the work isn’t over yet. If webinar marketing is a part of your business, you know that you have to crunch the numbers to determine how many RSVPs actually attended.
You can access attendance reports from Zoom, but it’s a manual process, and you have to do some digging to find what you need.
Instead, you can use a Zap to create a real-time log of new Zoom registrations in a spreadsheet app. Give these workflows a try:
Connect your event software
Putting on events is tough work, whether it’s in-person or online. With all the hard work you’re putting into the logistics, you don’t want a simple mistake like forgetting to send the Zoom invite to derail your effort.
Zapier lets you connect event management tools like Eventbrite to Zoom so you can have peace of mind. Try these workflows:
Use webhooks with Zoom
Zapier integrates with thousands of apps, but we know that there are millions of apps out there. If you happen to work with an app that doesn’t have a Zapier integration, there’s a workaround: Webhooks.
Available on our paid plans, Webhooks by Zapier allows you to use a webhook in a Zap to connect with Zoom (or any other app). If your app has webhook functionality—or you need to do more things within a particular app—you can use a webhook.
Get started now:
Let automation handle your Zoom logistics
Automation with Zapier can help you save time on those extra Zoom tasks, so you can focus on hosting virtual events or prepping for that next meeting.
We’ve only scratched the surface of what you can do with Zoom and Zapier. Zapier supports thousands of apps so you can automate almost any task at work. Start building your Zap now and see what you can create.
New to Zapier? It’s workflow automation software that lets you focus on what matters. Combine user interfaces, data tables, and logic with 6,000+ apps to build and automate anything you can imagine. Sign up for free to use this app, and thousands more, with Zapier.
This article was originally published in July 2022, written by Krystina Martinez. It was most recently updated in July 2024 by Elena Alston.