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6 ways to automate Zoom with Zapier

Zoom automation ideas to streamline your work day.

By Krystina Martinez · December 12, 2023
A hero image with the Zoom app logo connected to other app logos on a light blue background.

Let's face it, Zoom meetings are a part of our daily routine now. But instead of just hopping on and off calls, what if you could make Zoom work smarter for you? 

While we can't help you mute everyone (that's a Zoom setting), Zapier can help you automate Zoom so you can focus on more impactful work. With our automatic workflows—we call them Zaps—you can connect Zoom to your business-critical apps to manage webinar registrations, manage your calendar, and more. 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

  • Add Zoom attendees to your CRM

  • Track and share recordings

  • Add meeting invites to calendar bookings

  • Track meeting attendance

  • Connect your event software

  • Use webhooks with Zoom

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

Add new Zoom registrants to Mailchimp as subscribers
  • Zoom logo
  • Mailchimp logo
Zoom + Mailchimp

Create Zoom registrants for new HubSpot form submissions

Create Zoom registrants for new HubSpot form submissions
  • HubSpot logo
  • Zoom logo
HubSpot + Zoom

Create Zoom registrants from new contact activities on ClickFunnels

Create Zoom registrants from new contact activities on ClickFunnels
  • ClickFunnels Classic logo
  • Zoom logo
ClickFunnels Classic + Zoom

Update ActiveCampaign contacts from new Zoom registrants

Update ActiveCampaign contacts from new Zoom registrants
  • Zoom logo
  • ActiveCampaign logo
Zoom + ActiveCampaign

Are webinars a big part of your marketing strategy? Here are four ways to automate your webinar marketing.

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

Upload new Zoom recordings to Google Drive
  • Zoom logo
  • Google Drive logo
Zoom + Google Drive

Send Slack channel messages for new Zoom recordings

Send Slack channel messages for new Zoom recordings
  • Zoom logo
  • Slack logo
Zoom + Slack

Upload new Zoom recordings in YouTube

Upload new Zoom recordings in YouTube
  • Zoom logo
  • YouTube logo
Zoom + YouTube

Send Gmail emails for new Zoom recordings

Send Gmail emails for new Zoom recordings
  • Zoom logo
  • Gmail logo
Zoom + Gmail

 

The New Recording trigger uploads a cloud recording, which requires a paid Zoom plan to use. Here's a step-by-step walkthrough of how to automatically add Zoom recordings to Google Drive.

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 Acuity Scheduling appointments

Create Zoom meetings for new Acuity Scheduling appointments
  • Acuity Scheduling logo
  • Zoom logo
Acuity Scheduling + Zoom

Create Zoom meetings for new Calendly events

Create Zoom meetings for new Calendly events
  • Calendly logo
  • Zoom logo
Calendly + Zoom

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

Add new Zoom meetings to Google Calendar
  • Zoom logo
  • Google Calendar logo
Zoom + Google Calendar

Add new Zoom meetings to Microsoft Outlook

Add new Zoom meetings to Microsoft Outlook
  • Zoom logo
  • Microsoft Outlook logo
Zoom + Microsoft Outlook

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

Generate Google Sheets rows for new Zoom registrants
  • Zoom logo
  • Google Sheets logo
Zoom + Google Sheets

Log new Zoom webinar registrants in Microsoft Excel

Log new Zoom webinar registrants in Microsoft Excel
  • Zoom logo
  • Microsoft Excel logo
Zoom + Microsoft Excel

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

Add new Eventbrite attendees as Zoom webinar registrants
  • Eventbrite logo
  • Zoom logo
Eventbrite + Zoom

Create Zoom meetings for new Zoho Bookings appointments

Create Zoom meetings for new Zoho Bookings appointments
  • Zoho Bookings logo
  • Zoom logo
Zoho Bookings + Zoom

Create Zoom meeting registrants for new attendees registered in Eventbrite

Create Zoom meeting registrants for new attendees registered in Eventbrite
  • Eventbrite logo
  • Zoom logo
Eventbrite + Zoom

Read more: Automate your event marketing 

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

Create Zoom webinar registrants with new caught webhooks
  • Webhooks by Zapier logo
  • Zoom logo
Webhooks by Zapier + Zoom

Learn more about how to use webhooks with Zapier

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. It was lightly updated in December 2023.

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A Zap with the trigger 'When I get a new lead from Facebook,' and the action 'Notify my team in Slack'