Creating Onboarding Zoom Meetings for New Employees Using Pabbly Connect

Learn how to automate onboarding Zoom meetings for new employees using Pabbly Connect, Airtable, and Gmail. Step-by-step guide included. Discover how to seamlessly connect your essential tools through accessible instructions that make powerful automation available to professionals at every skill level.

Watch Step By Step Video Tutorial Below

1. Setting Up Pabbly Connect for Automation

To automate the onboarding process for new employees using Pabbly Connect, you first need to create an account. Visit the Pabbly Connect website and click on the ‘Sign Up Free’ button. This will allow you to set up your account and gain access to free automation tasks every month.

Once you have created your account, log in to access the Pabbly Connect dashboard. From here, click on the ‘Create Workflow’ button to begin setting up your automation workflow for employee onboarding meetings. Name your workflow something recognizable, such as ‘Employee Onboarding Meeting on Zoom via Airtable’. After naming it, click on the ‘Create’ button to proceed.

2. Triggering the Workflow with Airtable

The next step involves integrating Airtable as the trigger application in Pabbly Connect. In the trigger module, select Airtable and set the trigger event to ‘New Record’. This means that whenever a new employee’s details are added to your Airtable base, it will trigger the workflow.

• Select ‘Add New Connection’ to connect your Airtable account.
• Enter your Airtable API key, which can be found in the account section of your Airtable base.
• Choose the base name where employee details are stored, e.g., ‘Employee Details’.

After connecting, ensure that your Airtable base has a ‘Created Time’ field to capture the date and time of the new records. This field will be essential for triggering the workflow accurately.

3. Creating a Zoom Meeting Automatically

Once the trigger is set up, the next action is to create a Zoom meeting automatically using Pabbly Connect. In the action step, search for Zoom and select the action event ‘Create Meeting’. Then, click on the connect button and authorize your Zoom account.

You need to fill out several fields for the Zoom meeting, including the topic, type, start time, and duration. For instance, set the topic as ‘Employee Onboarding Meeting’ and choose ‘Scheduled Meeting’ as the type. Ensure that the start time is set to one day after the record is created in Airtable.

• Map the start time using the created time from the Airtable trigger.
• Set the duration of the meeting, e.g., 45 minutes.
• Optionally add an agenda for the meeting.

After filling in these details, test the connection to ensure that a meeting is created successfully in your Zoom account.

4. Sending Email Notifications via Gmail

After creating the Zoom meeting, the next step is to send an email notification to the new employee using Pabbly Connect. In this action step, select Gmail and choose the action event ‘Send Email’. Connect your Gmail account by clicking on ‘Add New Connection’.

Fill in the necessary fields such as the recipient’s email address, subject, and email content. You can map the employee’s name and the Zoom meeting link directly from the previous steps. This ensures that the email is personalized and contains all relevant information for the new employee.

Map the recipient’s email address from the Airtable trigger. Set the email subject to ‘Employee Onboarding Meeting’. Compose the email body, including details about the meeting and a joining link.

Once you have filled in all the details, send a test email to ensure everything is functioning correctly. This completes the automation process for onboarding new employees.

5. Conclusion

Using Pabbly Connect, you can streamline the onboarding process for new employees by automating Zoom meeting creation and email notifications. This integration not only saves time but also ensures that all necessary information is communicated effectively. By following the steps outlined above, you can set up a seamless onboarding experience for your new hires.

With this automation in place, every time you add a new employee in Airtable, a Zoom meeting will be scheduled automatically, and they will receive an email with all the details. This efficient workflow allows HR teams to focus on more strategic tasks while ensuring new employees are onboarded smoothly.