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The moment it happens

Turn form bookings into Zoom meetings with a Gmail confirmation

Each meeting or interview request from your form gets a Zoom meeting and a confirmation email, and you get a note in Slack.

Runs
The moment it happens
Apps
Gmail, Zoom
AI
Not needed
Access
Zoom meeting:write; gmail.send

Send this to your assistant

Create a ClickRuntime automation: when someone books through my meeting form, create a Zoom meeting at their chosen time, email them the link from Gmail, and tell me in #bookings.

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 career coach takes intro calls through a simple booking form. For each request they create a Zoom meeting, write a confirmation email and paste in the link. It takes ten minutes per booking, and mistakes in the time or link mean awkward no-shows.

Each form submission now creates the Zoom meeting at the requested time and sends the person a confirmation from the coach's Gmail with the link. The coach sees a short note in Slack, without lifting a finger.

What you get out of it

  • Bookings confirmed in seconds

    People get the link straight away and know the call is real.

  • No copy and paste errors

    The time and link come from the same booking, so they always match.

  • Your email, your voice

    Confirmations come from your Gmail and can use your own wording.

  • You stay in the loop

    A Slack note with each new booking keeps you aware without checking your inbox.

How it works

What happens, step by step

  1. Someone fills in your booking form and the form sends ClickRuntime the details.

  2. A Zoom meeting is created at the time they chose.

  3. They get a confirmation email from your Gmail with the date, time and join link.

  4. You get a short note in your Slack channel about the new booking.

Before it runs live

  • Connect Google through your own Google app (a one-time, 10-minute setup), so it works with your own Gmail
  • Connect Zoom
  • Paste your automation's link into the other app's webhook settings

What you get

RunsThe moment it happens
Turn form bookings into Zoom meetings with a Gmail confirmationjust nowSucceeded
Slack · #bookingsNew booking: Robin from Acme Labs, Thursday 14:00. Zoom link 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 Gmail 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.
form_booking_to_zoom_meeting_with_gmail_confirmation.pyexample
import base64
from email.message import EmailMessage
from google.oauth2.credentials import Credentials
from googleapiclient.discovery import build
from clickruntime import on_event, credentials, http, notify

@on_event
def handle(event):
    b = event.json or {}
    meeting = http.post("https://api.zoom.us/v2/users/me/meetings",
                        headers={"Authorization": f"Bearer {credentials.connection('zoom', 'work')}"},
                        json={"topic": f"Intro call with {b['name']}", "type": 2, "start_time": b["time"],
                              "duration": 30, "timezone": "Europe/London"}).json()
    msg = EmailMessage()
    msg["To"], msg["Subject"] = b["email"], "Your call is booked"
    msg.set_content(f"Hi {b['name']},\n\nWe're booked for {b['time']}. Join here: {meeting['join_url']}\n\nSee you then!")
    gmail = build("gmail", "v1", credentials=Credentials(credentials.connection("google", "work")), cache_discovery=False)
    gmail.users().messages().send(userId="me", body={"raw": base64.urlsafe_b64encode(msg.as_bytes()).decode()}).execute()
    notify.slack(f"New booking: {b['name']} at {b['time']}", channel="#bookings")
    return {"meeting": meeting["id"]}

FAQ

Common questions

Which booking forms does it work with?
Any form that can send a webhook with the person's name, email and chosen time. Paste the trigger link from your ClickRuntime dashboard into the form's settings.
What time zone are meetings created in?
The time zone you set in the prompt, or the one the form sends with each booking if it includes one.
Can it add the meeting to my calendar too?
Zoom can add it to your calendar if you've connected them in Zoom. Or ask for the Calendar version of this automation.
What permissions does it need?
Zoom meeting:write; gmail.send. 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 “Turn form bookings into Zoom meetings with a Gmail confirmation” from your assistant

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