1.Runs every hour
Integrate Schedule by Zapier and scheduling tools to check for upcoming events and trigger the next reminder steps.
Send meeting prep reminders with client summary to managers
Automatically monitor meetings starting within the next hour across Google Calendar, Google Sheets, ChatGPT (OpenAI), SMS by Zapier, and Gmail. Send instant prep reminders when events start soon, attendee emails change, or meeting times shiftβso you can generate briefs, send SMS, and deliver manager emails without manual follow-up.
How this automation accelerates your meeting prep
When the hourly schedule runs but prep details are not shared fast enough, managers miss key context before the meeting. This automation finds events, enriches attendee data, generates a briefing, and sends SMS and email remindersβso your team can prepare confidently.
Schedule by Zapieror swap with your favorite app
2.Finds events starting soon
Integrate Google Calendar and calendar management tools to find events starting within the next hour and map event details.
Google Calendaror swap with your favorite app
3.Looks up the attendee row
Integrate Google Sheets and contact worksheets to look up the primary attendee by email and map owner and notes.
Google Sheetsor swap with your favorite app
4.Generates a meeting brief
Integrate ChatGPT (OpenAI) and natural language tools to generate a one-paragraph meeting brief for the agent-facing summary.
ChatGPT (OpenAI)or swap with your favorite app
5.Sends an SMS reminder
Integrate SMS by Zapier and messaging tools to send an SMS reminder with the meeting time and briefing content.
SMS by Zapieror swap with your favorite app
6.Sends prep notes to managers
Integrate Gmail and email automation tools to send manager prep emails with subject and the ChatGPT briefing output.
Gmailor swap with your favorite app
Automate your work, your way
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Append scheduled post updates to team call notes
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Speed executive follow-up with automated summary sharing, action item routing, and recap logging
Set up in minutes
Zapier connects your tools, triggers actions from real-time data, and streamlines workflows so your team can focus on what matters most.
Step 1
Connect your tools
Bring your apps together so information can move automatically between the tools your team already uses.
Step 2
Define the trigger
Choose the events that should start your workflow, like a new submission, updated record, completed task, or customer action.
Step 3
Automate and measure
Let your workflow handle follow-ups, updates, notifications, and reporting so your team can track progress and act faster.
See how teams are automating with Zapier (and loving it!)
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Marcelo Lebre, Co-Founder
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Rishi Shah, CEO and Co-Founder
We don't just want to patch holes; we want to build scalable, future-proof systems. Zapier is helping us do that.
Allen Lai, Head of Customer Experience
We've been able to scale our operations while staying lean. Zapier lets us do more without needing more people.
Jacob Sirrs, Marketing Operations Specialist
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