Automate your meetings

There are few business activities that offer greater value than meeting directly with your prospects, current customers, and team members. After all, emails and team chats only go so far.

But the work behind setting up those meetings—finding a time, sending conferencing links, and sharing transcripts—takes a lot of planning and effort. 

Fortunately, with Zapier's automated workflows—called Zaps—you can automate most of the tasks involved in scheduling, confirming, and following up on meetings. Here are a few of the top ways to streamline common meeting tasks that get in the way of doing actual work. 

Table of contents

• What are automated meetings?

• Copy bookings and attendees to other apps

• Use AI to create and share meeting notes

• Prepare tasks for every meeting

• Track and share recordings

• Create and send meeting links to attendees

What are automated meetings?

Meeting automation is the use of technology to handle scheduling, booking, and follow-up tasks without any manual effort. For example, instead of manually creating individual meeting links and making sure you email them to the right person in the right format, you can build an automated workflow that handles all of that in the background.

Meetings are perfect candidates for automation. The last thing you want is to be scrambling for the right meeting link right before you meet with a prospect. And if that meeting goes well, it'll all be for nothing if you forget what you discussed and can't find the recording link buried in your spreadsheet. Automation ensures you don't make any missteps, helps you deliver a great impression to your clients, and keeps your whole team organized.

Copy bookings and attendees to other apps

Do you use scheduling apps like Calendly or YouCanBookMe so customers can book time with you? Those tools are great options for booking sales calls with leads, but you'll want to let the rest of your team know when you're busy to avoid double bookings. 

With Zapier, you can automatically keep all your calendars in sync. Every time an external guest books a call with you, these Zaps will automatically create detailed events in your work calendar so no meeting ever falls through the cracks. 

The same goes for your meeting attendees. Say a lead books a call with you through your scheduling app. It makes sense that you'd want to add them to your CRM and email list so you can continue nurturing them. 

And, if they're already a customer, it helps to record that interaction so your team has the latest details on hand in the future. These Zaps will take care of that whole process, adding them straight to your marketing app of choice the moment a call is booked: 

Use AI to create and share meeting notes

Long gone are the days of humans taking frenzied notes during meetings. With the help of AI tools like Fathom or Grain, you can now sit back and actually engage in conversation, while they generate automated transcripts and write next steps in the background. 

But you still need a way to share those notes with your team without copying and pasting across your various apps. Whether you need to send that information to Slack or store it in Dropbox, these Zaps will do the heavy lifting: 

Prepare tasks for every meeting 

You've got enough on your plate. You shouldn't also scramble to create a new document at the start of a meeting or remember to follow up on a task after a meeting ends. 

By adding automation into the mix you can keep all your to-do items before and after meetings seamlessly organized. These Zaps will create tasks for you in your project management apps whenever someone books a new meeting with you, giving you an actionable marker to check off when you're ready. 

Track and share recordings

If you take the trouble to record your calls, it helps to have a good place (like Google Sheets) to log them for posterity. 

That way, your other team members can easily access them if they miss a company-wide meeting or need to catch up on things after a vacation. But doing this manually is a recipe for disaster—I can't count the times I've forgotten to add something to a spreadsheet after a call. 

Use these Zaps to streamline the process. Every time a new recording is generated in Zoom, Zapier will automatically add it to a sheet, drive, or even YouTube.

Create and send meeting links to attendees

It's always stressful showing up to a meeting a few minutes late, only to realize you can't even find the meeting link. After all, it's a bad look to keep your customers waiting. And, if it's a lead, you won't want to miss a sale because of it. 

Make sure everyone is ready to go beforehand with automation. These Zaps will automatically create a new meeting the moment your time gets booked, before sending each attendee a link: 

Sometimes, creating the links alone isn't enough. If you want to send your team and customers friendly reminders (by Slack or email) about a new meeting, you can use these Zaps: 

Enjoy frictionless booking and meeting workflows

Every meeting is a new opportunity to convert leads, delight your customers, and run ideas past your team. They're the perfect way to glean new, unique insights—and shouldn't be underestimated. 

But the admin involved in setting them up, sending reminders, and sharing recordings can take up you and your team's valuable focus. Use automation to streamline the whole process from start to finish, so you can get back to what matters: driving your business forward.

This article was originally published in April 2024. It was most recently updated in November 2025 by Steph Spector.