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.
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
Create meetings in Zoom on Form Submit
Demo Video: How to create Zoom meetings from Google Forms?
How to install Form Director from Zoom App Marketplace?
How to set up Zoom?
Name your service
Choose Zoom from the list of Applications
Choose Create Meeting under services
Click on Connect to Zoom to connect to Zoom.
Mention your login credentials so that Form Director will be successfully connected with Zoom.
Configure the two basic settings for Zoom
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
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
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.
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 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.
Notify your audience with success or error notifications.
Switch on Send Email to send email during execution.
Send your own customized emails on form submission to your audience.
Select the attachment to email from file upload in Google Form.
Click Pick Drive Files to attach files to Email.
Finish setting up
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.