The moment it happens
Book form requests into your calendar with a Zoom link
Each meeting request from your form is checked against your calendar, booked with a Zoom link and an invite, and you're told about it.
- Runs
- The moment it happens
- Apps
- Google Calendar, Zoom
- AI
- Not needed
- Access
- Calendar write; Zoom meeting:write
Send this to your assistant
Create a ClickRuntime automation: when someone requests a meeting through my form, check my calendar is free at that time, create a Zoom meeting and a calendar event inviting them, and post the booking in #bookings. If I'm busy, email me instead.
First time? Adding ClickRuntime to your assistant takes about two minutes.
Why use it
Why teams use this automation
A small law practice takes consultation requests through its website. The office manager checks the partner's calendar, creates a video meeting, sends an invite and replies to the client. On busy days requests wait until the next morning, and sometimes two clients get the same slot.
Requests are now checked against the calendar the moment they arrive. Free slots are booked with a Zoom meeting and a calendar invite to the client; clashes are emailed to the office for a quick reschedule.
What you get out of it
No double-booking
Every request is checked against real calendar availability before anything is created.
Clients get a proper invite
A calendar invitation with the Zoom link lands in their own calendar.
Clashes handled by a person
If the slot is taken, nothing is booked and you get an email to offer another time.
Fewer back-and-forth emails
Most requests are booked without anyone writing a reply.
How it works
What happens, step by step
Your booking form sends ClickRuntime the person's name, email and requested time.
It checks your calendar to make sure you're free for the whole meeting.
If you are, a Zoom meeting is created and a calendar event is added with the client invited and the link included.
You get a note in Slack about the booking, or an email if the slot was taken.
Before it runs live
- Connect Google Calendar
- Connect Zoom
- Paste your automation's link into the other app's webhook settings
What you get
Build your own
Need it to work differently?
Your own rules
Conditions, thresholds, filters and exceptions, written the way you'd explain them to a colleague.
Any number of apps
One automation can read from one app and update several others. Over 248 apps are ready, and anything with an API works too.
AI where it helps
Summaries, classification, extraction and drafts use ClickRuntime's built-in AI, with no extra key.
On a schedule or on each event
Runs as often as every 5 minutes, or the moment an app sends an event, and keeps track of what it already handled.
Changes you can ask for
- Act only on the items that match your own rules, and skip the rest
- Add an AI step, for example to summarize, sort or draft a reply
- Add another app, for example also send it to Slack
- Combine it with other Google Calendar and Zoom steps into one automation
Under the hood
The code that runs this automation
from datetime import datetime, timedelta
from google.oauth2.credentials import Credentials
from googleapiclient.discovery import build
from clickruntime import on_event, credentials, http, notify
@on_event
def handle(event):
r = event.json or {}
start = datetime.fromisoformat(r["time"])
end = start + timedelta(minutes=30)
cal = build("calendar", "v3", credentials=Credentials(credentials.connection("google", "work")), cache_discovery=False)
busy = cal.freebusy().query(body={"timeMin": start.isoformat(), "timeMax": end.isoformat(),
"items": [{"id": "primary"}]}).execute()["calendars"]["primary"]["busy"]
if busy:
notify.email_me("Booking request clashes", f"{r['name']} ({r['email']}) asked for {r['time']}, but you're busy.")
return {"booked": False}
meeting = http.post("https://api.zoom.us/v2/users/me/meetings",
headers={"Authorization": f"Bearer {credentials.connection('zoom', 'work')}"},
json={"topic": f"Consultation: {r['name']}", "type": 2, "start_time": r["time"], "duration": 30}).json()
cal.events().insert(calendarId="primary", sendUpdates="all",
body={"summary": f"Consultation: {r['name']}", "location": meeting["join_url"],
"start": {"dateTime": start.isoformat()}, "end": {"dateTime": end.isoformat()},
"attendees": [{"email": r["email"]}]}).execute()
notify.slack(f"Booked: {r['name']} on {start:%a %d %b %H:%M}", channel="#bookings")
return {"booked": True}FAQ
Common questions
What does the form need to send?
How long are the meetings?
What happens when I'm busy at that time?
What permissions does it need?
Does it need AI?
How many runs does it use?
Can I change how it works?
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