How to Schedule Meetings in Google Meet on Google Form Submission Using Pabbly Connect

Learn how to automate scheduling meetings in Google Meet using Pabbly Connect and Google Forms. Step-by-step guide for seamless integration. Explore systematic approaches to creating efficient automation solutions that convert technical concepts into practical, implementable instructions.

Watch Step By Step Video Tutorial Below

1. Accessing Pabbly Connect to Automate Google Meet Scheduling

To schedule meetings in Google Meet upon Google Form submission, first access Pabbly Connect. This platform is essential for automating the integration between Google Forms and Google Meet.

Begin by signing up for a free account on Pabbly Connect. Once signed in, you will be directed to the Pabbly Connect dashboard where you can create your automation workflow.

2. Creating a New Workflow in Pabbly Connect

In the Pabbly Connect dashboard, click on the blue button labeled ‘Create Workflow’. You will then need to name your workflow, such as ‘Schedule Meeting on Google Form Submission’. This will help you identify the workflow later.

After naming your workflow, you will see two boxes for setting up a trigger and an action. The trigger application here is Google Forms, and the action application is Google Meet. This setup indicates that when a Google Form is submitted, a meeting will be scheduled in Google Meet.

• Click on ‘Create Workflow’.
• Name your workflow appropriately.
• Select Google Forms as the trigger application.
• Select Google Meet as the action application.

This configuration is crucial as it establishes the connection between Google Forms and Google Meet through Pabbly Connect.

3. Connecting Google Forms with Pabbly Connect

Next, you will need to connect your Google Forms to Pabbly Connect using the webhook URL provided. Copy this URL and navigate back to your Google Form.

In Google Sheets, which is linked to your Google Form, go to the Extensions menu, select Add-ons, and search for the Pabbly Connect Webhooks add-on. Install it, then open the add-on and paste the webhook URL. Set the trigger column, which is typically the last column where data will be entered.

• Copy the webhook URL from Pabbly Connect.
• Open your Google Sheet linked to the Google Form.
• Install the Pabbly Connect Webhooks add-on.
• Paste the webhook URL in the add-on and set the trigger column.

This step is vital as it ensures that every form submission is captured by Pabbly Connect, enabling the automation process to function smoothly.

4. Scheduling Meetings in Google Meet via Pabbly Connect

Once the Google Forms responses are captured in Pabbly Connect, the next step is to schedule meetings in Google Meet. Select Google Meet as the action application and configure the details such as the meeting summary, start time, and end time.

Map the data collected from the Google Form submission to the fields in Google Meet. This includes the appointment date and time, which must be converted to UTC format. Utilize the date and time formatting tools in Pabbly Connect to ensure the correct time zone is applied.

Select Google Meet for scheduling meetings. Map the appointment details from Google Forms. Convert appointment time to UTC format.

This setup allows Pabbly Connect to automate the scheduling process, ensuring that meetings are created automatically in Google Meet without manual intervention.

5. Sending Confirmation Emails via Pabbly Connect

After scheduling the meeting, the final step is to send a confirmation email to the person who submitted the Google Form. Use the Gmail integration in Pabbly Connect to send personalized emails containing meeting details.

Map the recipient’s email address and include the meeting link in the email content. This way, the user will receive all necessary information to join the meeting. Ensure that the email is sent automatically whenever a new form submission occurs.

Integrate Gmail to send confirmation emails. Map the recipient’s email and meeting details. Automate the email sending process.

This finalizes the automation process, allowing Pabbly Connect to handle both scheduling and notifications seamlessly.

Conclusion

In conclusion, using Pabbly Connect to automate the scheduling of meetings in Google Meet based on Google Form submissions streamlines the appointment process significantly. By following the steps outlined, you can enhance efficiency and ensure timely communication with your clients.