Zoom

Google Forms to Zoom: Create meetings in Zoom on Google Form Submission

What is Form Director?

Form Director is a G Suite add-on that directs data submitted from Google Forms to applications like Google Docs, Forms, Sheets, Contacts, Calendar, Tasks, Email, Trello, Slack, QuickBooks etc.

Installation:

It is available in Google Workspace Marketplace. Please check installation instructions to install the add-on.

What is Zoom?

Zoom Cloud Meetings is a proprietary video teleconferencing software program developed by Zoom Video Communications.

Zoom is a cloud-based video communications app that allows you to set up virtual video and audio conferencing, webinars, live chats, screen-sharing, and other collaborative capabilities.

Google Forms to zoom: Use Case(s)

> Sends message to Hangout Rooms

Google Forms

Create meetings in Zoom on Form Submit

Form Director

Zoom

Demo Video: How to create Zoom meetings from Google Forms?

How to install Form Director from Zoom App Marketplace?

  • Go to Zoom App Marketplace

  • Sign in with same google account that you are using Form Director

  • Locate the search bar and search for Form Director

  • Click on "Visit site to install"

  • Click "Install" to install Form Director for your google account

How to set up Zoom?

  • Name your service

  • Choose Zoom from the list of Applications

  • Choose Create Meeting under services

Configuring Zoom

  • Click on Connect to Zoom to connect to Zoom.

  • Mention your login credentials so that Form Director will be successfully connected with Zoom.

Zoom Settings:

Configure the two basic settings for Zoom

  • Timezone settings

  • Advanced Settings


Configuring Time Zone

Google Forms' Date and Time fields do not keep timezone information.

So you need to provide time zone settings to create events on correct time as per time zone.

  • It requires the user's time zone to create Zoom meetings correctly.

  • There are two ways you can configure your time zone

  1. Single

  2. Multiple


Single Timezone

This method allows to Configure your time zone in the add on.

  • Choose your time zone in the list of time zones

  • By Default Form Director will try to guess your time zone

If all your Google Form users are from same time zone you can use this method

Multiple Timezones

This method allows the Form Submitter to choose his time zone

  • Choose the list of time zones you need to insert in the Google Form.

  • Choose which Form Field accept time zone value, you can also create a new Form Field that can collect time zone value

  • Click on Setup timezone in form to insert the time zone form field

Important Note: Multiple timezones will be useful if we want to accept the form responses from global users (people from multiple timezones). Use this only if it is really required.

Advanced Settings

  • Switch on Show video when host joins to show the video of the host when he/she joins the meeting.

  • Switch on Show video when participants join to show the video of the participants when he/she joins the meeting.

  • Switch on Allow participants to join anytime to allow the participants to join anytime during the meeting.

  • Switch on Mute participants upon entry to mute the participants once they joined the meeting.


Mapping

  • Mapping of form fields to that of app fields is to be done in order to create meetings using the form data.


  • Click on the edit mapping


  • Once you have done mapping you can save the service


  • Note : Mapping should be done between app field and form field of same type.

Notification

  • Notify your audience with success or error notifications.

  • Switch on Send Email to send email during execution.

Email Template

  • Send your own customized emails on form submission to your audience.

Attachment

  • Select the attachment to email from file upload in Google Form.

  • Click Pick Drive Files to attach files to Email.

Finish setting up

  • Save service

You are all set to create meeting in zoom on your Google Form submission

Submit the Form

  • Submit the Google Form.

See created meetings in Zoom

  • Check the upcoming event created in Zoom.

  • Click on the upcoming meeting and view the details of the meeting.

How to uninstall Form Director from Zoom App Marketplace?

  • Go to Zoom App Marketplace

  • Click "Manage" ,located in the Header bar

  • Select "Installed Apps" from sidebar and click uninstall

  • Choose a reason for uninstall,[optional: Check the "Grant App developer consent to retain data? " checkbox] and click on uninstall