Keeping up with Zoom meetings can feel like a full-time job in itself. From coordinating schedules, sending links to the right people, sharing recordings, and managing follow-ups, the manual work adds up fast. All those tasks take valuable time away from the priority work that matters most.
The good news? You can make Zoom work smarter for you. With Zapier, you can connect Zoom to your entire tech stack and create automated workflows—called Zaps—that take care of the repetitive stuff. From managing schedules to generating transcriptions and beyond, everything happens automatically, so you can stay focused on what's important.
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.
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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.
Add new Zoom registrants to Mailchimp as subscribers
Zoom + Mailchimp
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Stay in touch with your Zoom webinar registrants by adding them to a Mailchimp subscriber list. Use Zapier to start automatically adding new Zoom Webinar registrants to Mailchimp as new subscribers.
Create Zoom registrants for new HubSpot form submissions
HubSpot + Zoom
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Looking for an easy way for to capture and enter meeting attendee info? Try this integration! After set up, new HubSpot form submissions will automatically generate Zoom registrants. All you need to do is send out the form, and you'll have detailed info about each of your registered attendees.
Turn new Zoom registrants into HubSpot contacts
Zoom + HubSpot
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Turn meeting participants into CRM leads without copying and pasting across platforms. When active, this automation adds new Zoom registrants as contacts in HubSpot. Now, you can more easily engage leads generated through Zoom.
Update ActiveCampaign contacts from new Zoom registrants
Zoom + ActiveCampaign
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Webinars are a great way to generate leads, but the follow-up marketing tasks will take you time and effort. Save on both when you use this integration to automatically create a new ActiveCampaign contact, or update an existing contact, whenever a new registrant is added to a Zoom webinar. Keep your marketing on target without losing time to manual updates!
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.
Upload new Zoom recordings to Google Drive
Zoom + Google Drive
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With this integration, you won't forget to upload a recording after a video call. This template will automatically upload new Zoom recordings in Google Drive. Just select which Drive and folder you'd like your file to go. Learn how in our
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.
Upload new Zoom recordings to YouTube as videos
Zoom + YouTube
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When a new recording is created in Zoom, this workflow immediately uploads your video to YouTube. This eliminates the need for manual upload, saving you time, and ensuring your content stays up to date. It provides an effortless way to share your meetings, webinars, or presentations on a broader platform instantly.
Upload new Zoom recordings to Vimeo as videos
Zoom + Vimeo
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Whenever a new recording is created in Zoom, this workflow organizes it to be uploaded onto Vimeo. This seamless automation saves time by eradicating the need for manual transfer, ensuring your Zoom recordings are instantly made available on Vimeo for wider viewing. Ideal for educators, marketers, and content creators aiming for efficient distribution of their video materials.
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, Outlook, or Active Campaign with details specific to the event they signed up for. That way, you can keep their interest alive until the big day.
Send new webinar registrants emails in Gmail
Zoom + Gmail
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Ensure timely and personalized follow-up for your webinar attendees. This Zap automatically sends an email through Gmail to each new registrant as soon as they sign up for your Zoom webinar. Keep your audience engaged and informed without the manual effort, enhancing the overall attendee experience.
Write custom emails to Zoom registrants
Zoom + Gmail
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Streamline your meeting preparations by automating communication with new registrants. This Zap sends an email through Gmail to each new meeting registrant as soon as they sign up for your Zoom meeting. Ensure all attendees receive timely information and updates without the need for manual follow-up, improving organization and attendee engagement.
Send Outlook emails to new Zoom webinar registrants
Zoom + Microsoft Outlook
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Enhance your webinar follow-up process by automating personalized email communications. This Zap sends an email through Microsoft Outlook to each new registrant as soon as they sign up for your Zoom webinar. Keep your audience informed and engaged effortlessly, ensuring a smooth and professional experience for all attendees.
Add new Zoom meeting registrants to an ActiveCampaign automation for seamless contact management
Zoom + ActiveCampaign
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Effortlessly keep track of Zoom meeting registrants in your ActiveCampaign automations with this streamlined workflow. Once set up, every time a new registrant joins a Zoom meeting, they'll be added as an existing contact to a specified ActiveCampaign automation. This way, you can easily manage and follow up with participants, ensuring consistent communication and engagement.
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;dv 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.
Upload new Zoom recordings to tl;dv automatically
Zoom + tl;dv
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Easily manage Zoom recordings with this workflow. Once a new Zoom recording is created, it gets instantly uploaded to tl;dv, eradicating the need for manual tasks. Cut down on lag time between creating and viewing or editing video content on tl;dv. Enjoy the simplicity of this process, designed to streamline your video content management.
Create Notta descriptions of Zoom recordings and upload to Zoom
Zoom + Notta + Google Drive
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Streamline your meeting documentation process with this automation. When a new Zoom cloud recording is available, this Zap transcribes the recording using Notta and saves the transcription as a file in Google Drive. Keep your records organized and accessible with minimal effort.
Import Zoom recordings into Otter.ai
Zoom + Otter.ai
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Make your meeting transcriptions effortless. When a new cloud recording is created in Zoom, this Zap automatically imports it into Otter.ai for transcription and analysis. Save time and keep your meeting notes organized without any manual uploads.
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.
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 Zoom meetings for new Acuity Scheduling appointments
Acuity Scheduling + Zoom
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Stay organized and efficient with this workflow that seamlessly links Acuity Scheduling with Zoom. As soon as a new appointment is set in Acuity Scheduling, a corresponding meeting is created in Zoom. This connection not only saves time but also reduces the chances of scheduling conflicts or missed details. Enjoy a seamless transition between scheduling and meeting, enhancing productivity and eliminating manual entry.
Create Zoom meetings for new YouCanBook.Me bookings
YouCanBookMe + Zoom
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Effortlessly streamline your scheduling process with this YouCanBook.Me and Zoom integration. Whenever a new booking is made in YouCanBook.Me, a meeting will be instantly created in your Zoom account. Save time by automating the meeting creation process and improve your scheduling efficiency.
If you constantly forget to attach Zoom links to your calendar events, Zapier can take care of that too:
Add new Zoom meetings to Google Calendar
Zoom + Google Calendar
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Ever wanted your Zoom meetings on a Google Calendar? This simple automation has you covered! Any new Zoom meeting will automatically be added to a Google Calendar of your choice.
Add new Zoom meeting links to Google Calendar events
Zoom + Google Calendar
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If you schedule a lot of meetings, it can be a real chore to add links to Zoom meetings to each one as they roll in. This integration adds links to Zoom for you so your Google Calendar events automatically get a meeting link!
Add new Zoom meetings to Microsoft Outlook
Zoom + Microsoft Outlook
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Never forget to include a Zoom link in your next calendar invite. Whenever you create a new Zoom meeting, Zapier will automatically create an event in Microsoft Outlook with the included Zoom details.
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:
Generate Google Sheets rows for new Zoom registrants
Zoom + Google Sheets
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Looking for an easy way to organize and share details of who's signing up for your online meeting? Try this integration, which automatically generates a row in a specified Google Sheets spreadsheet as soon as a new Zoom registrant is created. Share the list with a teammate, or use it to prepare for your meeting.
Log new Zoom webinar registrants in Microsoft Excel
Zoom + Microsoft Excel
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Need to keep track of webinar registrations? This integration makes it easy. This Zap will automatically create a new row in Microsoft Excel when you have a new webinar registration in Zoom. Just specify what information you want to include and where you want it to go.
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:
Add new Eventbrite attendees as Zoom webinar registrants
Eventbrite + Zoom
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Rather than hassling with CSV files to register attendees for a Zoom webinar, use Zapier to start automatically importing them. Once you set up this Eventbrite-Zoom integration, new event attendees from that point forward are registered for the webinar.
Create Zoom webinar registrants from new Eventbrite orders
Eventbrite + Zoom
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Holding an upcoming webinar? Use this Eventbrite-Zoom integration to collect paid webinar registrations via Eventbrite and automatically create new webinar registrants in Zoom.
Update Zoom webinar registrants when event guests are updated in Luma
Luma + Zoom
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Stay updated with your event attendees and enhance their experience with this efficient workflow between Luma and Zoom. When details of a guest in Luma change, this automation ensures they are immediately registered for a webinar in Zoom. This process not only saves time but also keeps your webinars populated with the most relevant participants.
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:
Create Zoom webinar registrants with new caught webhooks
Webhooks by Zapier + Zoom
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If you've got contact info available through webhooks that also belongs in your webinar tool, this integration can connect your tools. Once active, it will automatically catch new webhook POSTs to a specific URL and then create a Zoom webinar registrant with all the info.
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 thousands of 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 December 2024 by Elena Alston.
