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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.

Paste it into your assistant. It tells you what it will send or change before it runs live.

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

  1. Your booking form sends ClickRuntime the person's name, email and requested time.

  2. It checks your calendar to make sure you're free for the whole meeting.

  3. If you are, a Zoom meeting is created and a calendar event is added with the client invited and the link included.

  4. 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

RunsThe moment it happens
Book form requests into your calendar with a Zoom linkjust nowSucceeded
Slack · #bookingsBooked: Casey from Northwind Partners on Tue 21 Oct 10:30. Zoom invite sent.

Build your own

Need it to work differently?

This template is a starting point. Copy the prompt and change it, or describe a different automation from scratch, with your own conditions, more apps or an AI step. Your assistant writes it, tests it and runs it on ClickRuntime.
  • 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

This is the Python script that runs each time the automation starts. Your AI assistant writes it for you when you send the prompt, and you allow each step in your assistant. To change how the automation works, describe the change to your assistant and it updates the script for you. For every function it can use, see the script reference.
book_a_meeting_from_a_form_zoom_calendar_confirmation.pyexample
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?
The person's name, email and requested start time. A topic or notes field is added to the invite if present.
How long are the meetings?
The length you set in the prompt, such as 30 minutes. The free check covers the whole meeting, not just the start.
What happens when I'm busy at that time?
Nothing is booked. You get an email with the request so you can offer another slot.
What permissions does it need?
Calendar write; Zoom meeting:write. Nothing else in your accounts is used.
Does it need AI?
No. It runs without AI, so it doesn't use your plan's AI allowance.
How many runs does it use?
One run for each event the app sends.
Can I change how it works?
Yes. Describe the change to your AI assistant, for example a different schedule, channel or filter. It updates the automation, tests it and tells you what changed.

Set up “Book form requests into your calendar with a Zoom link” from your assistant

Copy the prompt above, or connect your assistant first. Free plan, no credit card.