Zoom and Google Calendar integration

Who’s it for Teams that collect meeting requests via a form and want instant, error-free scheduling: customer success, sales, education, agencies, and community managers. How it works / What it does This workflow ingests a form submission (name, email, preferred date/time), checks Google Calendar for conflicts, and branches automatically. If the slot is free, it creates a calendar event, spins up a Zoom meeting, emails the guest a confirmation, and posts a Slack summary to your team. If busy, it sends a polite “please pick another time” email. Time handling defaults to Asia/Tokyo and converts to ISO internally to keep downstream integrations consistent. How to set up Import the workflow and rename nodes for clarity if needed. Open the Workflow Configuration (Set) node and adjust variables (calendar ID, meeting duration, Slack channel, sender info). Map your form fields in Extract Booking Details. Connect credentials in each service node (Google Calendar, Zoom, Gmail, Slack). Test once with a real submission. Requirements Active accounts and n8n credentials for Google Calendar, Zoom, Gmail, and Slack. A form or webhook source that sends name, email, and a valid datetime. How to customize the workflow Duration & buffers: Change end time calculation in Extract Booking Details. Time zones: If you accept multiple time zones, normalize before building ISO strings. Email copy: Personalize confirmation/alternative-time messages and add attachments if desired. Slack format: Enrich the post with fields (host, Zoom join URL, internal tags). Routing: Add CRM updates or reminders after the “slot free” branch. Security note: No hardcoded API keys in HTTP nodes. Configure all credentials via n8n’s credential manager.

Description Activate this workflow once and every day at 9AM it automatically processes all Zoom meetings from the past 24 hours — no manual action needed after any call. For each recorded meeting, it downloads the transcript, fetches all participants, and uses Claude 3.7 Sonnet with the Think Tool to write a 6-section structured summary covering key discussion points, decisions, action items, follow-up meeting details, and key quotes. The HTML summary is emailed to every participant individually, action items become ClickUp tasks, follow-up meetings get added to Google Calendar, a Slack notification is sent to your team, and every meeting is logged to Google Sheets. Built for teams who use Zoom for meetings and want complete post-meeting automation without spending time on notes, tasks, or emails after every call. > ⚠️ Zoom requirement: This workflow requires a Zoom Pro account or higher with Cloud Recording and Auto-Transcription enabled. Free Zoom accounts do not support cloud transcription. What This Workflow Does Downloads and parses the Zoom VTT transcript automatically** — The workflow fetches the transcript file from Zoom's recording API and parses the WEBVTT format into clean readable text Generates a 6-section AI meeting summary using Claude 3.7 Sonnet** — The Think Tool helps Claude reason through the transcript to extract meeting summary, key discussion points, decisions, action items, follow-up meeting details, and key quotes Emails the full HTML summary to every participant individually** — Participant emails are fetched from Zoom, deduplicated, and the summary is sent to each person with their name in the email Creates one ClickUp task per action item** — Action items extracted from the summary are split and created as separate tasks in your ClickUp list with the correct priority Creates a Google Calendar event if a follow-up meeting was mentioned** — The follow-up meeting section of the summary is parsed and a calendar event is created with all participants invited automatically Sends a Slack status notification to your team** — A message is posted with the meeting title, duration, participant count, and checkmarks showing which actions were completed Logs every processed meeting to Google Sheets** — Date, meeting title, duration, participant count, task count, and follow-up status are saved per meeting Setup Requirements Tools Needed n8n instance (self-hosted or cloud) Zoom account — Pro or higher with Cloud Recording and Auto-Transcription enabled Anthropic account with Claude 3.7 Sonnet API access ClickUp account Google Calendar Gmail account Slack workspace Google Sheets Credentials Required Zoom OAuth2 (used in 3. Zoom — Get All Meetings, 5. Zoom — Get Recording Data, 7. Zoom — Download Transcript File, 9. Zoom — Get All Participants) Anthropic API key ClickUp API token Google Calendar OAuth2 Gmail OAuth2 Slack OAuth2 Google Sheets OAuth2 > ⚠️ Zoom OAuth2 appears in 4 steps — use the same Zoom credential in 3. Zoom — Get All Meetings, 5. Zoom — Get Recording Data, 7. Zoom — Download Transcript File, and 9. Zoom — Get All Participants. Estimated Setup Time: 40–50 minutes Step-by-Step Setup Import the workflow — Open n8n → Workflows → Import from JSON → paste the workflow JSON → click Import Enable Zoom Auto-Transcription — In your Zoom account, go to Settings → Recording → Cloud Recording → enable Auto-transcription. This must be done before any meeting is recorded. Create a Zoom OAuth app — Go to marketplace.zoom.us → Develop → Build App → OAuth → set scopes to meeting:read and recording:read → get your Client ID and Secret → connect Zoom OAuth2 in n8n credentials Connect Zoom OAuth2 to all four Zoom steps — Open nodes 3. Zoom — Get All Meetings, 5. Zoom — Get Recording Data, 7. Zoom — Download Transcript File, and 9. Zoom — Get All Participants → select the same Zoom OAuth2 credential in each Get your Anthropic API key — Log in to console.anthropic.com → go to API Keys → create a new key → connect it in n8n as an Anthropic credential → open node Anthropic — Claude 3.7 Sonnet Model → select this credential Get your ClickUp API token — In ClickUp, go to Settings → Apps → API Token → copy the token Get your ClickUp List ID — Right-click any list in ClickUp → click "Copy link" → the List ID is the last segment of the URL after the final / Add ClickUp credentials to node 16 — Open node 16. HTTP — Create ClickUp Task → in the URL, replace YOUR_CLICKUP_LIST_ID with your actual List ID → in the Authorization header, replace YOUR_CLICKUP_API_TOKEN with your actual token Connect Google Calendar — Open node 19. Google Calendar — Create Follow-Up → click the credential dropdown → add Google Calendar OAuth2 → authorize access → replace YOUR_CALENDAR_ID in the Calendar field with your actual calendar ID (usually your Google account email address) Connect Gmail — Open node 12. Gmail — Send to Each Participant → click the credential dropdown → add Gmail OAuth2 → complete the Google authorization flow Connect Slack — Open node 20. Slack — Send Team Notification → click the credential dropdown → add Slack OAuth2 → authorize access → replace YOUR_SLACK_CHANNEL_ID in the channel field with your actual Slack channel ID (right-click your channel in Slack → Copy link → the channel ID is the last segment) Create your Google Sheet tab — Open your Google Sheet → add a tab named Meeting Log → add these 9 column headers: Date, Meeting Title, Meeting ID, Duration (min), Participants, Summary Sent, Tasks Created, Follow-up Created, Processed At Get your Google Sheet ID — Open the spreadsheet in a browser → copy the string between /d/ and /edit Connect Google Sheets — Open node 21. Google Sheets — Log Meeting → replace YOUR_GOOGLE_SHEET_ID with your actual Sheet ID → add Google Sheets OAuth2 → authorize access Activate the workflow — Toggle the workflow to Active — it will run at 9AM daily. To run immediately on any meeting, click node 2. Manual Trigger and execute manually. How It Works (Step by Step) Steps 1 and 2 — Schedule and Manual Trigger Schedule — Every Day 9AM fires at 9AM daily using the cron expression 0 9 * * . 2. Manual Trigger* lets you run the workflow immediately on demand. Both connect to the same next step — fetching all Zoom meetings. Step 3 — Zoom: Get All Meetings The Zoom API is called with OAuth2 to fetch all scheduled meetings for your account. The response returns a list of all meetings. Step 4 — Filter: Last 24 Hours Only Each meeting's start_time is checked against a 24-hour window from now minus 24 hours to now. Meetings outside this window are filtered out. Only meetings that actually happened in the last day proceed forward. Step 5 — HTTP: Zoom — Get Recording Data (with error branch) The Zoom recordings API is called for each filtered meeting to retrieve its recording files. If the meeting has no recording — because the host did not record it or Cloud Recording was not enabled — the error branch routes to 5b. Stop — No Recording Available which stops gracefully with a clear message instead of crashing. Step 6 — Code: Extract Transcript URL The recording files array is scanned for a file with file_type equal to TRANSCRIPT. The download URL is extracted. Meeting metadata — ID, topic, start time, duration — is also packaged. If no TRANSCRIPT file is found (separate from the recording failing), another clear error is thrown. Step 7 — HTTP: Zoom — Download Transcript File The VTT transcript file is downloaded from the extracted URL using the Zoom OAuth2 credential for authentication. The file content is returned as plain text. Step 8 — Code: Parse Transcript Text The WEBVTT format is parsed — cue numbers and timestamp lines are stripped, leaving only the spoken text lines. All lines are joined into a clean readable transcript. Word count and the meeting metadata from step 6 are also packaged. Step 9 — HTTP: Zoom — Get All Participants The Zoom past meetings API is called to fetch all participants from this specific meeting, including their names and email addresses. Step 10 — Claude 3.7: Generate Meeting Summary Claude 3.7 Sonnet receives the formatted transcript, participant list, meeting title, date, and duration. The Think Tool is attached — it gives Claude additional reasoning capacity before generating the summary. The system prompt specifies exactly six labeled sections: Meeting Summary, Key Discussion Points, Decisions Made, Action Items (with Task / Owner / Due / Priority format), Follow-up Meeting, and Key Quotes. Claude extracts only what was actually said in the transcript. Step 11 — Code: Format Email + Split Participants The Claude summary is converted to HTML with styled headings, bullet lists, and a dark branded header. The participants list is deduplicated by email address. One separate data object is returned per unique participant email so the next step can send individual emails. Step 12 — Gmail: Send to Each Participant An HTML summary email is sent to each unique participant email address individually. Each email has the participant's address in the To field, a subject line containing the meeting title and date, and the formatted HTML body. Step 13 — Code: Extract Action Items The Action Items section of the Claude summary is parsed using regex. If it is empty or says "None", the workflow returns hasTasks: false. If items are found, they are parsed for the task name, owner, due date, and priority level. Step 14 — IF: Has Action Items? If action items were found (YES path), the workflow splits them and creates ClickUp tasks. If no action items (NO path), the workflow skips directly to extracting follow-up meeting info. Steps 15 and 16 — Code: Split Tasks + HTTP: Create ClickUp Task The tasks array is split into individual rows — one per task. For each task, a POST request creates a ClickUp task in your specified list with the task name, description, priority (High=1, Medium=2, Low=3), and status set to "to do". Step 17 — Code: Extract Follow-Up Info The Follow-up Meeting section of the Claude summary is parsed for a date, topic, and participants. If it says "None scheduled", the workflow returns hasFollowUp: false. If a date is mentioned but cannot be parsed, the follow-up defaults to the next Tuesday at 10AM. Step 18 — IF: Has Follow-Up? If a follow-up meeting was mentioned (YES path), a Google Calendar event is created. If not (NO path), the workflow skips directly to the Slack notification. Step 19 — Google Calendar: Create Follow-Up A Google Calendar event is created with the follow-up meeting title and time. All meeting participants from step 9 are added as attendees. The event description includes the parsed follow-up section from the Claude summary. Step 20 — Slack: Send Team Notification A Slack message is posted to your channel with the meeting title, date, duration, and participant count. Three status lines use checkmarks (✅) or skip arrows (⏭️) to show whether the summary was emailed, tasks were created in ClickUp, and whether a follow-up calendar event was added. Step 21 — Google Sheets: Log Meeting One row is appended to your Meeting Log tab with all 9 columns: date, meeting title, meeting ID, duration, participant count, Summary Sent set to Yes, tasks created count, follow-up created (Yes or No), and the current timestamp. Key Features ✅ Dual trigger — scheduled and manual — Runs automatically every morning at 9AM and can also be triggered manually any time for immediate processing ✅ Graceful handling when no recording exists — Meetings without cloud recordings stop cleanly with an informative message rather than crashing the entire workflow run ✅ Claude 3.7 Sonnet with Think Tool — The Think Tool gives Claude additional reasoning before writing the summary — producing more accurate extraction of action items and decisions ✅ Participant email deduplication — If someone joined from multiple devices or appears twice in the participant list, they only receive one summary email ✅ Action items only created when found — The ClickUp task creation branch only runs when Claude actually extracted action items — meetings with no tasks skip that branch entirely ✅ Follow-up calendar event with all attendees — When a follow-up is mentioned, the calendar event automatically includes every meeting participant as an invitee ✅ Slack notification shows exactly what was done — The team message uses ✅ and ⏭️ to show which of the three automated actions were taken so everyone knows the status at a glance Customisation Options Change the daily run time — In node 1. Schedule — Every Day 9AM, edit the cron expression from 0 9 * * * to a different time — for example 0 8 * * * for 8AM or 0 18 * * * for a 6PM end-of-day run. Add a retry limit for ClickUp task creation — After node 16. HTTP — Create ClickUp Task, add an IF check that routes failed requests (non-200 responses) to a Gmail notification so you know if any task failed to create without crashing the rest of the flow. Change the action item format in the prompt — If your Claude summary produces action items in a different format from the expected Task: Owner | Due: Date | Priority: Level, edit node 13. Code — Extract Action Items to match your Claude output format — the regex pattern is the key part to update. Add a second Slack channel for urgent meetings — After node 20. Slack — Send Team Notification, add an IF check that routes meetings with action items labeled High priority to a separate #urgent-tasks Slack channel for immediate team attention. Extend the 24-hour window to process older meetings — In node 4. Filter — Last 24 Hours Only, change the hours: 24 value in the date comparison to a larger number — for example hours: 48 to catch meetings from the past two days on each run. Troubleshooting Workflow runs but stops at step 5b with "No Recording Available": Confirm that Cloud Recording is enabled in your Zoom account settings — go to zoom.us → Settings → Recording → Cloud Recording and toggle it on Confirm that Auto-Transcription is also enabled in the same section — the workflow specifically looks for a TRANSCRIPT file type, not just any recording file Confirm the meeting host has the correct Zoom plan — Cloud Recording requires Zoom Pro, Business, or Enterprise accounts Zoom OAuth2 returning 401 errors: Confirm the Zoom OAuth app at marketplace.zoom.us has the correct scopes: meeting:read and recording:read — missing either scope causes authentication failures Re-authorize the Zoom OAuth2 credential in n8n if the token has expired — OAuth tokens expire and need periodic reauthorization ClickUp tasks not being created: Confirm YOUR_CLICKUP_LIST_ID in the URL of node 16. HTTP — Create ClickUp Task is replaced with your actual List ID — get it by right-clicking a list in ClickUp and copying the link Confirm YOUR_CLICKUP_API_TOKEN in the Authorization header is replaced with your Personal API Token from ClickUp Settings → Apps Check the execution log of node 16 for the raw ClickUp error — a 401 means wrong token, a 404 means wrong List ID Google Calendar event not being created: Confirm the Google Calendar OAuth2 credential in node 19. Google Calendar — Create Follow-Up is connected and not expired Confirm YOUR_CALENDAR_ID is replaced with your actual calendar ID — for most users this is their Google account email address; go to Google Calendar → Settings → find your calendar's "Calendar ID" in the integration settings The calendar event only creates when Claude's summary contains a follow-up meeting with a parseable date — if the transcript did not mention a specific next meeting, step 18 takes the NO path and skips calendar creation Google Sheets not logging: Confirm YOUR_GOOGLE_SHEET_ID in node 21. Google Sheets — Log Meeting is replaced with your actual Sheet ID Confirm the tab is named Meeting Log exactly and all 9 column headers in row 1 match exactly Check that the Google Sheets OAuth2 credential is connected in node 21 Support Need help setting this up or want a custom version built for your team or agency? 📧 Email: [email protected] 🌐 Website: https://isawow.com/

Who it's for This n8n workflow is designed for businesses, consultants, and service providers who want to automate their meeting scheduling process. The workflow creates a seamless booking system that can handle meeting requests, check availability, create calendar events, set up video conferences, and send notifications through multiple channels. Features Integrates with web forms to receive booking requests Checks Google Calendar availability automatically Creates calendar events with booking details Sets up Zoom meetings instantly Sends notifications via email, WhatsApp, Discord, and Teams Notifies politely if requested slots aren’t available Supports Your time zone conversions Requirements Google Calendar API Credentials**: For checking availability and creating events Zoom API Credentials**: For generating meeting links and video conferences Gmail OAuth2 Credentials**: For sending email confirmations Notification Service Credentials**: Discord Bot API, Microsoft Teams API, Rapiwa API (for WhatsApp) Important Notes Time Zone Configuration**: The workflow is set to Asia/Dhaka time zone but can be customized Meeting Settings**: Default meeting duration (40 minutes) and password can be adjusted Notification Templates**: All notification messages can be customized to match your brand voice Calendar Selection**: Ensure the correct Google Calendar ID is configured for your booking system Support & Help WhatsApp**: Chat on WhatsApp Discord**: SpaGreen Community Facebook Group**: SpaGreen Support Website**: https://spagreen.net Developer Portfolio**: Codecanyon SpaGreen

Lead Qualification & Follow‑up (Gemini) Automate lead intake, AI qualification, and next‑step outreach. Qualified leads get a scheduled meeting, Zoom details, an email confirmation, CRM update, and Mailchimp enrollment. Not‑qualified leads receive a follow‑up sequence, CRM update, and a 30‑day reminder. What this workflow does AI qualifies leads as QUALIFIED or NOT QUALIFIED using Google Gemini. Supports two triggers: Webhook (wordpress-form) or n8n Form Trigger. QUALIFIED branch: AI phone call via VAPI Schedules Google Calendar event Creates Zoom meeting Sends confirmation email via Gmail Adds to Mailchimp audience Updates contact in HubSpot NOT QUALIFIED branch: AI phone call via VAPI Adds to Mailchimp audience Sends follow‑up email via Gmail Updates contact in HubSpot Creates 30‑day follow‑up calendar event Apps and credentials required Google Gemini (PaLM/Gemini API) Gmail HubSpot Zoom Google Calendar VAPI (for AI phone calls) Mailchimp Environment variables MAILCHIMP_LIST_ID_QUALIFIED=your_mailchimp_list_id_for_qualified MAILCHIMP_LIST_ID_FOLLOWUP=your_mailchimp_list_id_for_followup Triggers supported Webhook: path wordpress-form (POST) Form Trigger: built‑in n8n form Use only one in production. Keep the other disabled. Expected input (fields) name: string email: string message: string If using Webhook, send a JSON body with the fields above. Setup Connect credentials: Google Gemini (model: models/gemini-2.5-flash) Gmail HubSpot (OAuth) Zoom Google Calendar (select the target calendar) VAPI (HTTP header auth: Bearer token) Set env vars: MAILCHIMP_LIST_ID_QUALIFIED MAILCHIMP_LIST_ID_FOLLOWUP Choose your trigger: Webhook: enable and use the provided URL for wordpress-form Form Trigger: enable and publish the form Review timing: adjust Wait nodes for your timezone and SLA. Personalize messaging: edit Gmail subjects/bodies and Zoom topic. CRM and lists: confirm HubSpot properties and Mailchimp list IDs. How it works (at a glance) Intake → AI classifies (QUALIFIED / NOT QUALIFIED) QUALIFIED: VAPI call → Schedule Calendar → Create Zoom → Add to Mailchimp (qualified) → Gmail confirmation → HubSpot update NOT QUALIFIED: VAPI call → Add to Mailchimp (follow‑up) → Gmail follow‑up → HubSpot update → 30‑day calendar event Test the workflow (before going live) Submit a test via your chosen trigger with name, email, message. Confirm AI decision at the “Lead Decision” node. If QUALIFIED: VAPI call executed Calendar event created Zoom meeting created (join URL available) Mailchimp enrollment (qualified list) Gmail confirmation sent HubSpot contact created/updated If NOT QUALIFIED: VAPI call executed Mailchimp enrollment (follow‑up list) Gmail follow‑up sent HubSpot updated 30‑day calendar reminder created Open any failing HTTP nodes and review response codes/messages. Go‑live checklist All credentials connected (no warnings) MAILCHIMP_LIST_ID_QUALIFIED and MAILCHIMP_LIST_ID_FOLLOWUP set Timezone and delays validated Email copy approved Only one trigger enabled Final end‑to‑end test passed Toggle workflow Active Customization ideas Add a Slack or Microsoft Teams notification on QUALIFIED Enrich leads (Clearbit, ZoomInfo, etc.) before AI decision Swap Mailchimp for your ESP (Klaviyo, SendGrid Marketing) Add a second‑chance branch for ambiguous AI classifications Localize email copy by country or language Troubleshooting Webhook receives no data: ensure external form POSTs JSON to the n8n URL and network rules allow it. AI decision empty/garbled: verify Gemini credentials/model ID and input fields. Mailchimp errors: verify List IDs and that email is valid. Gmail send fails: check OAuth scopes and daily limits. Zoom/Calendar issues: re‑connect OAuth; verify calendar access. HubSpot errors: confirm OAuth scopes and property mappings. Security and scopes Gmail: send email Google Calendar: create events Zoom: create meetings HubSpot: read/write contacts Mailchimp: list membership VAPI: authenticated HTTP requests Gemini: model inference Use least‑privilege for each integration. Limits and notes Gmail and Mailchimp rate limits may apply during spikes. Zoom and Google Calendar API quotas apply for frequent scheduling. VAPI call timeouts are 30s by default; adjust as needed. Changelog 2025‑09‑15: Initial public template with dual triggers, Gemini qualification, VAPI calls, scheduling, Mailchimp, Gmail, and HubSpot updates.

Gets Google Calendar events for the day (12 hours from execution time), and filters out in-person meetings, Signal meetings, and meetings canceled by Calendly ("transparent").