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Automate your meetings

5 ways to manage scheduling, booking, and more

By Elena Alston · April 26, 2024
A hero image of an orange calendar icon on a light blue background.

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. 

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.

Table of contents

To get started with a Zap template—what we call our pre-made workflows—just click on the button. It only takes a few minutes to set up. You can read more about setting up Zaps here.

Sync bookings and attendees across 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. 

Add detailed Google Calendar events for new bookings on YouCanBook.Me

  • YouCanBookMe logo
  • Google Calendar logo
YouCanBookMe + Google Calendar
More details
    Spending too much time with the logistics on Google Calendar once you receive those bookings? Let this YouCanBook.Me Google Calendar integration be your personal scheduling assistant and automate the whole thing. Once you've got it set up, every new booking that comes in from YouCanBook.Me will automatically trigger a new detailed event on Google Calendar. This will keep happening automatically from then on, and you can even choose to invite the attendee right then, giving you everything you need to go hands off when it comes to bookings.

    Create Google Calendar events from new scheduled Calendly events

    • Calendly logo
    • Google Calendar logo
    Calendly + Google Calendar
    More details
      When you schedule a time to meet with someone, not adding that to your calendar means you very well might miss the meeting. If you have trouble remembering to add meetings to your calendar, let Zapier help! This integration automatically generates a new event in Google Calendar from the details of each new scheduled Calendly event.

      Add blocked off time for new Acuity Scheduling appointments

      • Acuity Scheduling logo
      • Acuity Scheduling logo
      Acuity Scheduling
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        When you have new appointments, you'll want to block off time on your calendar to avoid double booking. This integration helps by automatically adding blocked off time with the information from a new appointment in Acuity Scheduling. It's never been easier to manager your schedule.

        Block off Acuity Scheduling times for new Google Calendar events

        • Google Calendar logo
        • Acuity Scheduling logo
        Google Calendar + Acuity Scheduling
        More details
          When you add events to your personal calendar, you'll want to update your scheduling tool to reflect the changes. This integration helps by automatically adding a blocked off time in Acuity Scheduling with the details from a Google Calendar event. It's never been easier to coordinate your calendars.

          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: 

          Create Jobber clients from updated LeadConnector stages for seamless lead management

          • LeadConnector logo
          • Jobber logo
          LeadConnector + Jobber
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            Effortlessly manage your sales pipeline and client database with this seamless workflow. When a lead's stage changes in LeadConnector, this integration will create a new client in Jobber, instantly updating your client list and ensuring smooth transitions between sales stages. Stay organized and never miss a beat while providing top-notch service to your clients.

            Create Mailchimp subscribers from new Calendly invitees

            • Calendly logo
            • Mailchimp logo
            Calendly + Mailchimp
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              Follow up with new meeting invitees effortlessly with this Zapier integration! Once you've set this up, each new Calendly invitee will be automatically added to Mailchimp.

              Record new Calendly events as contact activities in Pipedrive

              • Calendly logo
              • Pipedrive logo
              Calendly + Pipedrive
              More details
                It can be embarrassing to forget details of past conversations when speaking to a client. Avoid that situation with this integration. Whenever someone books a Calendly meeting with you, this Zap will search Pipedrive for that contact, and automatically add the details of the meeting to their activity. That way, you'll have the context of past meetings on hand without any manual searching!

                Turn new Zoom registrants into HubSpot contacts

                • Zoom logo
                • HubSpot logo
                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.

                  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 automatic 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: 

                  Create Google Docs documents from new Fathom transcripts

                  • Fathom logo
                  • Google Docs logo
                  Fathom + Google Docs
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                    Turn new transcripts in Fathom into fresh Google Docs with this straightforward workflow. Whenever you generate a new transcript in Fathom, the same is instantly transformed into a fresh document in Google Docs. This seamless process helps to save your time and efforts, keeping your transcripts well-organized and easily accessible in Google Docs. Perfect solution to manage and document your transcripts efficiently.

                    Send Slack channel messages for new meeting notes in Read AI

                    • Read AI logo
                    • Slack logo
                    Read AI + Slack
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                      Boost your team's collaboration efficiency with this streamlined workflow between Read AI and Slack. Whenever there are new meeting notes created in Read AI, a message reflecting these updates will be immediately sent to your selected Slack channel. Stay informed, maintain real-time communication, and ensure no critical information falls through the cracks with this seamless integration.

                      Create meeting transcripts and summaries with OpenAI from audio files

                      • Dropbox logo
                      • OpenAI (GPT-4, DALL-E, Whisper) logo
                      • Slack logo
                      Dropbox + OpenAI (GPT-4, DALL-E, Whisper) + Slack
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                        Ever missed an important meeting and don't want to listen to the entire recording? Save yourself the time with this Zap, which when triggered, creates a meeting transcript with OpenAI, uploads the text to Dropbox, then creates a detailed summary of the meeting with OpenAI. Finally, the Zap will share the summary in Slack as a channel message. Never miss important information or tasks again.

                        Send new Grain recordings to Slack

                        • Grain logo
                        • Slack logo
                        Grain + Slack
                        More details
                          As you record and add meetings in Grain, you may want to notify a group of people in Slack that a new recording is available for highlighting and review. This integration will automatically notify a public Slack channel whenever a new recording appears in Grain and include a link to that recording.

                          Discover more ways to automate Fathom or Grain

                          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. 

                          Create Tookan delivery tasks for new WooCommerce orders

                          • WooCommerce logo
                          • Tookan logo
                          WooCommerce + Tookan
                          More details
                            Fulfill your WooCommerce orders by immediately generating a task on Tookan for delivery. With this Zapier integration, a new task is automatically created with the order details for every new order received on WooCommerce.

                            Create Notion database items from new Read AI meeting notes

                            • Read AI logo
                            • Notion logo
                            Read AI + Notion
                            More details
                              Maximize your productivity with this time-saving integration! Triggered when freshly generated Read AI meeting notes become available, it sends meeting details including the meeting title, date, summary, action items, and participants straight to Notion. With the creation of a new database item in your Notion, you'll never worry about losing track of your meeting insights. Stay organized, keep on top of your responsibilities, and align your team effortlessly with this streamlined automation.

                              Create Asana tasks from new Calendly events

                              • Calendly logo
                              • Asana logo
                              Calendly + Asana
                              More details
                                No matter how different, there's something to do for every one of your meetings and events. Get a little help following them all by setting up this integration. It automatically creates an Asana task for every new event someone books on Calendly with you, giving you an actionable marker to check off when ready.

                                Create new Google Docs before a Google Calendar event

                                • Google Calendar logo
                                • Google Docs logo
                                Google Calendar + Google Docs
                                More details
                                  Never forget to take notes again. This integration will automatically create a new Google Doc a few minutes before a Google Calendar event begins.

                                  Want your own AI agent to handle similar tasks? Meet Zapier Agents—your digital teammates that work across 7,000+ apps. Teach them what to do by chatting with them, give them access to live knowledge sources, and let them handle tasks on demand or when you're not around. Learn more

                                  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 or drive. 

                                  Upload new Zoom recordings to Google Drive

                                  • Zoom logo
                                  • Google Drive logo
                                  Zoom + Google Drive
                                  More details
                                    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

                                    Upload new Zoom recordings to Google Drive and send notifications via Gmail

                                    • Zoom logo
                                    • Google Drive logo
                                    • Gmail logo
                                    Zoom + Google Drive + Gmail
                                    More details
                                      Use this integration to automatically upload your new Zoom recordings to a Google Drive folder. Once the file is uploaded to Google Drive, you'll also send an email notification via Gmail to keep your stakeholders in the know! Learn how in our

                                      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: 

                                      Create Google Meet meetings for new Jotform submissions

                                      • Jotform logo
                                      • Google Meet logo
                                      Jotform + Google Meet
                                      More details
                                        Effortlessly streamline your scheduling process with this Jotform and Google Meet integration. Whenever a new submission is received in Jotform, a meeting will be scheduled in Google Meet, ensuring you never miss an appointment or consultation. Stay organized and save time by letting this automation handle your calendar updates.

                                        Send new Calendly invitees a Google Meet video link

                                        • Calendly logo
                                        • Google Meet logo
                                        Calendly + Google Meet
                                        More details
                                          Talk to teammates, clients, or anyone else face-to-face without the hassle of back-and-forth of scheduling. Simply specify your preferred email address, and this Zap will automatically send you and your invitee a Google Meet link to get things rolling!

                                          Create Zoom meetings for new Calendly events

                                          • Calendly logo
                                          • Zoom logo
                                          Calendly + Zoom
                                          More details
                                            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.

                                            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: 

                                            Send Slack channel messages for new Google Calendar events

                                            • Google Calendar logo
                                            • Slack logo
                                            Google Calendar + Slack
                                            More details
                                              "Heads up! Team meeting starts in 10 minutes." This Zap will be sure you and your team are ready for the next event with a Slack notification, automatically sent ten minutes before any new scheduled event starts on your Google Calendar.

                                              Send emails via Gmail for new scheduled Calendly events

                                              • Calendly logo
                                              • Gmail logo
                                              Calendly + Gmail
                                              More details
                                                Booking a meeting with someone is just the first part of the process. Now you've got to send them confirmation details. Do that with this integration, and let Zapier automatically send a custom emails in Gmail for each new Calendly event that's scheduled. Never worry about sending the email yourself again!

                                                Send Slack messages for new YouCanBook.Me bookings

                                                • YouCanBookMe logo
                                                • Slack logo
                                                YouCanBookMe + Slack
                                                More details
                                                  Need an easy way to let the whole team keep up with your YouCanBook.Me bookings, even while you're in the thick of a heated discussion on Slack? Set up this YouCanBook.Me Slack integration and we'll automate everything for you. After you do, any new booking on YouCanBook.Me will automatically trigger off a new message to the Slack channel you define with all the information you need, so everyone can get the news without having to miss a beat.

                                                  Streamline the way you schedule bookings and meetings

                                                  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.

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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'