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6 ways to automate Zoom

By Krystina Martinez · July 26, 2022
A hero image with the Zoom app logo connected to other app logos on a light blue background.

Video conferencing apps like Zoom are incredibly convenient for hosting meetings large and small. However, that convenience comes with a set of logistics you need to manage—from sharing meeting recordings to making sure people mute their microphones.  

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 favorite apps to manage webinar registrations, track attendees, and more. 

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.

Skip ahead:

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

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 simple email with a recording link. 

 

The New Recording trigger uploads a cloud recording, which requires a paid Zoom plan to use. You also need to adjust your settings for the trigger to work correctly. Here's how to set it up

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. 

If you constantly forget to attach Zoom links to your calendar events, Zapier can take care of that too:

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: 

If you regularly host webinars, you also want to ensure you have all the recording links in one place—especially if you plan to host them somewhere else or use them as gated content later. You can automatically track your recordings in a spreadsheet. These Zaps will get you started:

Automatically register new event attendees

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:

Connect Zoom to other apps

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:

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 an automation tool that helps anyone connect apps and automate workflows—without any complicated code. Sign up for free to use this app, and many others, with Zapier.

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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'