How to Send Zoom Meeting Reminders to Registrants via Email Using Pabbly Connect

Learn how to automate sending Zoom meeting reminders to registrants using Pabbly Connect. Follow our step-by-step guide for seamless integration. Implement the precise methodologies leading organizations use to automate repetitive tasks, illustrated with practical examples designed for immediate application.

Watch Step By Step Video Tutorial Below

1. Accessing Pabbly Connect for Zoom Integration

To begin sending Zoom meeting reminders, first access Pabbly Connect by visiting Pabbly.com/connect. You can sign up for a free account or log in if you already have one. Once on the dashboard, click on ‘Create Workflow’ and name it appropriately, such as ‘Zoom to Gmail.’ This sets the stage for the integration process.

In this workflow, you will configure two main components: the trigger and the action. The trigger will capture new registrants from your Zoom meeting, while the action will send reminder emails through Gmail. This seamless process is made possible through Pabbly Connect, which acts as the bridge between these applications.

2. Setting Up the Trigger in Pabbly Connect

In the trigger window of your Pabbly Connect workflow, search for ‘Zoom’ as the app. Select the trigger event as ‘Configure Webhook.’ This action generates a unique webhook URL that will connect Zoom with Pabbly Connect.

Next, copy the webhook URL and navigate to your Zoom account. In Zoom, go to the App Marketplace and create a new app using the Webhook option. Fill in the necessary details, including the app name and your company information. Ensure to enable event subscriptions and paste the webhook URL where prompted. Select the event type as ‘Meeting Registration Created’ to capture registrant data. Once saved, this setup will allow Pabbly Connect to receive data whenever a new registrant signs up for your meeting.

3. Capturing Registrant Data from Zoom

After setting up the webhook in Zoom, the next step is to test the integration by adding a new registrant to your Zoom meeting. As soon as the registrant is added, Pabbly Connect captures their details, including name and email address, through the webhook.

• Add a new registrant in your Zoom meeting using the registration link.
• Ensure that their details are correctly filled out, including name and email.
• Click on the register button to finalize the registration.

Once the registration is successful, return to your Pabbly Connect dashboard. You will see the captured data in the trigger response, confirming that the integration is working correctly. This data will be used to send meeting reminders.

4. Sending Email Reminders Using Pabbly Connect

Now that you have captured the registrant’s details, the next step is to send email reminders three hours before the meeting. To achieve this, you will use the ‘DateTime Formatter’ feature in Pabbly Connect to subtract three hours from the meeting start time.

In the action window, search for ‘DateTime Formatter’ and select the action event as ‘Add or Subtract Time.’ Map the meeting start time from the trigger response and enter ‘-3 hours’ as the expression. This will calculate the correct time for sending the reminder. After saving this action, the next step is to add a delay by selecting the ‘Delay’ action in Pabbly Connect. Set it to delay until the calculated time.

5. Finalizing Email Notifications to Registrants

With the delay set, the final action is to send the email reminder using Gmail. In the action window, search for ‘Gmail’ and select the action event as ‘Send Email.’ Connect your Gmail account and map the recipient’s email address from the registrant data captured earlier.

Compose the email content, including a friendly reminder about the upcoming meeting, the date, and the meeting title. Once everything is set, click on ‘Save and Send Test Request’ to verify that the email is sent correctly. This completes the automation process using Pabbly Connect, ensuring that all registrants receive timely reminders.

Conclusion

In this tutorial, we demonstrated how to automate sending Zoom meeting reminders to registrants using Pabbly Connect. By following the steps outlined, you can ensure that all participants receive timely notifications, enhancing their meeting experience. This integration not only saves time but also improves communication efficiency.