Yes, we know you're probably tired of video calls right now. If you weren't already working remotely, it's likely been a big adjustment: there's the tech, call etiquette, and frankly, a more conscientious effort to have a smooth-running video call.
As much as you'd like to run and hide from another video call, it's the foreseeable future for many of our work and social interactions. However, it's possible to make video conferencing easier by trying out one of our automatic workflows (we call them Zaps).
To get started with a Zap template—what we call our pre-made workflows—just click on it, and we'll guide you through setup. It only takes a couple of minutes. You can read more about setting up Zaps here.
Note: The video conferencing apps mentioned in the piece already have native integrations with certain apps. For this piece, we'll be recommending workflows that either don't already exist or take native integrations to the next level. You might notice that some of these Zaps don't involve a video conferencing service, but can be used for the purpose of virtual meetings.
Set pre-call reminders
Fashionably late is acceptable at parties, but when it comes to video calls, it can be annoying for your coworkers. But even if a meeting is blocked off on the calendar, it can be easy to forget about an upcoming call if you're busy with other things.
Instead of messaging late individuals, try a Zap to send video call information a few minutes before the planned start time.
Send Slack channel messages for new Google Calendar events
Google Calendar + Slack
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"Heads up! Team meeting starts in 10 minutes." This Zap will be sure you and your team are ready for the next event with a Slack notification, automatically sent ten minutes before any new scheduled event starts on your Google Calendar.
Post to Microsoft Teams channels when new Google Calendar events start
Google Calendar + Microsoft Teams
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The more meetings you have on a growing team, the harder it can be to stay on top of them. Let us help bring everyone where they need to be by sending messages automatically to a channel in Microsoft Teams whenever new events start in Google Calendar. Now, everyone will be on time and prepared for whatever's on the calendar.
Get messages in Microsoft Teams for upcoming Microsoft Outlook calendar events
Microsoft Outlook + Microsoft Teams
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Are you tired of people showing up late for meetings? Try this integration, which sends a message in a specific Microsoft Teams channel for upcoming calendar events in Microsoft Outlook.
Send a Slack reminders for new Cisco Webex Meetings
Cisco Webex Meetings + Slack
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You can automatically send Slack reminders for new Cisco Webex Meetings so you never forget a meeting again!
Send new Cisco Webex meeting info via Gmail [Business Gmail Accounts Only]
Cisco Webex Meetings + Gmail
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Looking for an easy and consistent way to let team members know about upcoming online meetings? We have a solution for you! Set up this integration and whenever a new meeting is created in Cisco Webex Meetings, an email will be sent. Keep team members in the loop for every meeting!
If you find that you're constantly reminding people to do regular pre-meeting tasks you can also automate a reminder in your team chat app.
Get weekly reminders in Slack
Schedule by Zapier + Slack
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Some tasks need to be completed weekly, but we might just need a gentle reminder. Spending most of our days in Slack communicating with our team makes it a great place to get those task reminders. Set up this integration and, with a little help from Zapier, you can automatically get that scheduled task in the Slack channel of your choice at the same time weekly.
Send weekly channel reminders in Microsoft Teams
Schedule by Zapier + Microsoft Teams
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Do you need to send a weekly reminder to your team? This integration sends a message to a Microsoft Teams channel. Just pick the day and time you'd like to receive it. You can also choose whether or not you want this Zap to run on weekends.
And if you're emailing a room link for the weekly family video call, these Zaps will also do the job. Just make sure the link to your personal Zoom meeting room (or video app of your choice) is in the email body.
Send weekly emails with Gmail
Schedule by Zapier + Gmail
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Use Zapier to automatically send weekly messages, reminders, tasks, or even document updates via Gmail. With this integration, you choose a weekly schedule and a Gmail message, and Zapier will then send that email each week on the day and time that you select.
Send emails reminders from Gmail for upcoming Google Calendar events with video call information
Google Calendar + Gmail
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Are you tired of manually emailing video call links? Zapier can do that for you, whether you use Zoom, Webex Meetings, or another video conferencing app. Set up this integration, and whenever a Google Calendar event is about to start, we'll send out an email from Gmail at the pre-defined time. It'll include any video conferencing links you've attached to your calendar event.
Send emails from Gmail for upcoming Google Calendar events
Google Calendar + Gmail
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It's tough enough to plan an event without needing to remind everyone about it as well. From now on, let Zapier perform that role while you focus on details. Set up this Google Calendar-Gmail integration and, whenever an event is about to start, we'll automatically send out an email from Gmail at the pre-defined time before it begins so no one forgets your dates again.
Schedule your calls with minimal cat wrangling
It's relatively easy to schedule calls with your team. Shared calendars allow you to view coworkers' calendars and make sure you're scheduling at a convenient time for everyone.
Unfortunately, the same luxury doesn't exist when you're scheduling calls with outside clients or even your own family members. Usually, there's email, phone, or text tag involved, but scheduling apps like Calendly, YouCanBook.Me, or Doodle makes it easy to pick the best time for everyone.
Level up your coordination efforts with no extra work by setting up an automatic workflow to connect your favorite booking app to your video conferencing apps of choice.
Create meetings in GoTo Meeting from new Calendly events
Calendly + GoTo Meeting
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If you set up a virtual meeting with someone, that means you've also got to do the same thing in your video conferencing platform of choice. What if that could be done for you automatically? Zapier can do just that, and you'll never need to duplicate your work again.
Create Zoom meetings for new Calendly events
Calendly + Zoom
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When the time comes, you'll want to jump right into the discussion and not worry about setting up a meeting and sending out links. Zapier can do all of that for you once you activate this Zap. Every new event created on Calendly will trigger the automation, creating a Zoom meeting for each one. You can then add a step to your Zap to send the Join URL to the invitee by email or any other medium you'd like.
Create meetings on GoTo Meeting for new YouCanBook.Me bookings
YouCanBookMe + GoTo Meeting
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Using YouCanBook.Me for meetings on GoTo Meeting? Why not automate that time-consuming meeting scheduling once you receive confirmation? Set up this YouCanBook.Me GoTo Meeting integration, and we'll do just that—any new booking on YouCanBook.Me will reliably and automatically create a meeting on GoTo Meeting with all the relevant details, keeping everything organized and on your radar so that you can stay productive.
Send new Calendly meetings to GoTo Meeting, Google Calendar, and Pipedrive
GoTo Meeting + Google Calendar + Pipedrive
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When someone sets up a meeting with you, that's just the beginning of the process. You need to create the virtual meeting room, send them a reminder, and create the activity in your CRM. When a lead books an appointment with you in Calendly, Zapier can automatically create a GoTo Meeting invite, create a Google Calendar event, and create an activity in Pipedrive, so you don't waste your time setting it all up manually.
Note: Depending on the video conferencing app you use, a native integration may already exist for your calendar. If it doesn't, check out Zapier's calendar and scheduling app integrations.
Create an agenda for every call
Agendas sound boring but they are meeting lifesavers. They guide the scope of discussions and are helpful for teammates to review if they happen to miss that meeting. (You're taking notes during your meetings, right?)
If you often forget to create an agenda, or you're trying to build healthier meeting habits, use an automatic workflow to get the ball rolling. Instead of fumbling at the start of each meeting to open up and create a cloud document, these Zaps will create a new document for new video calls.
Create Quip documents for new Cisco Webex Meetings
Cisco Webex Meetings + Quip
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Whenever you have a meeting, have an agenda. You can get in front of leading a successful meeting, by creating a Quip document automatically before your Cisco Webex Meetings.
Create Google documents for new Cisco Webex Meetings
Cisco Webex Meetings + Google Docs
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You can now automatically create Google documents for new Cisco Webex Meetings so that your meeting agendas and notes are never forgotten or missed!
Automate follow-up tasks after a meeting
We all have those routine tasks that we have to do after a meeting. Update the project doc. Upload the call recording. Write a follow-up email to the client. Repetition leads to habits, but brain farts also happen and things can slip through the cracks.
For those days when you feel like your brain took a vacation, set up a Zap to connect your video conferencing app or calendar to a task manager like Todoist or Trello. Add a filter step—available on our paid plans—to make sure tasks are created after the appropriate meeting ends.
Create Asana tasks for new Cisco Webex Meetings
Cisco Webex Meetings + Asana
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The best meetings are those with goals and prep. Now you can automatically create a task for yourself to prep for your next meeting so that you hit it out of the park. With this integration, you can automatically create Asana tasks for new Cisco Webex Meetings.
Create Todoist tasks for new Cisco Webex Meetings
Cisco Webex Meetings + Todoist
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Now you can automatically create a task for yourself to prep for your next meeting so that you hit it out of the park. With this integration, you can automatically create Todoist tasks for new Cisco Webex Meetings.
Add new Google Calendar events to Todoist as tasks
Google Calendar + Todoist
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Do you need a task to correspond with your new Google Calendar events? This Google Calendar Todoist integration makes it easy to automatically create a new tasks for each new Google Calendar event.
Create new Asana tasks from new Google Calendar events
Google Calendar + Asana
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Keeping multiple task systems and calendars up to date can be quite a hassle. Zapier will help automatically create a new Asana task from every new Google Calendar event you create.
Create new tasks on Salesforce for new meetings on GoTo Meeting
GoTo Meeting + Salesforce
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Having trouble keeping your Salesforce prep work on time for all those meetings? Try setting up this GoTo Meeting Salesforce integration for some helpful scheduling automation. Once you do, every new meeting on GoTo Meeting will trigger a new task on Salesforce. This will automatically bring all the needed details into your sales platform from then on, making sure that you have everything you need to plan for and execute on those meetings.
You can also set up an automatic workflow for follow-up tasks specific to client work. For example, if you send a call summary after every external meeting, you can have an email draft ready to go after the end of a video call.
Create drafts on Gmail for new meetings on GoTo Meeting
GoTo Meeting + Gmail
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Just because you need to add some variable information to those meeting notification emails, don't think you have to everything manually. If you activate this GoTo Meeting Gmail integration, you'll have those emails set up and waiting for you every time. Any new meeting on GoTo Meeting will then automatically create a new draft email in your Gmail account with all the details, ready to be sent at a moment's notice once you add your extra content.
Bonus: Upload the meeting recording
It's inevitable that someone may miss a meeting, which is why many video conferencing apps enable call recording. If you need to juggle running the meeting and assigning action items, it's easy to forget to share the video recording once it's uploaded.
This Zap will share your Zoom meeting recordings automatically so you never forget to keep someone in the loop.
Send Slack channel messages for new Zoom recordings
Zoom + Slack
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When you have new recordings available, you'll want to know about it. This integration helps by automatically sending a channel message in Slack with details of a new Zoom recording. It's never been easier to be notified of your new recordings.
We may not be able to fix that one colleague who never mutes at the right time, but automating some of the most annoying parts about video calls, it can ease some of the screen fatigue you might feel.
