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Create Meeting

Definition

This action creates a new, unique meeting space in Google Meet. It allows you to programmatically generate meetings with specific configurations for access, moderation, and automatic features like recording and transcription.

Key capabilities:

  • Customize who can join the meeting and how they can enter.
  • Pre-configure settings for moderation, attendance reports, and automatic recording.
  • Generate a unique meeting link (URI) that can be shared with participants.

This action is fundamental for automating event scheduling, such as creating a unique meeting link for a new calendar event or a client onboarding session.

Inputs

  1. Connection
    • Purpose: This field establishes a secure, authenticated link to your Google Meet account.
    • Practical Guidance: You must select a pre-configured Google Meet connection or establish a connection using ‘+’ icon. This tells zenphi which account to use to create the meeting and ensures it has the necessary permissions. This is always a static value selected from your available connections.
    • Use Case Context: You would use the ‘Connection’ field to ensure the meeting is created under the correct organizational or user account.
  2. Access Type
    • Purpose: This setting determines who can join the meeting directly without having to “knock” and be admitted by a host.
    • Practical Guidance: You will select one of the predefined options from a dropdown menu: Open (anyone with the link can join), Trusted (members of your organization can join), or Restricted (only invited users can join directly). This is typically a static value chosen when you design the flow.
    • Use Case Context: You would set the ‘Access Type’ to ‘Restricted’ for a confidential internal meeting to prevent uninvited guests from joining.
  3. Entry Point
    • Purpose: This field controls which applications or methods can be used to join the meeting.
    • Practical Guidance: You can choose ‘All’ to allow joining from any standard Google Meet entry point (like the web or mobile app) or ‘Creator App Only’ to restrict access to specific entry points created via an SDK. For most automations, ‘All’ is the standard choice.
    • Use Case Context: You would use the ‘Entry Point’ field to maintain standard access for all users by selecting ‘All’.
  4. Moderation
    • Purpose: This setting enables or disables advanced moderation controls for the meeting host, such as managing co-hosts and restricting participant features.
    • Practical Guidance: You can select ‘on’ or ‘off’ from a dropdown. Setting this to ‘on’ gives the meeting creator more control during the live meeting.
    • Use Case Context: You would turn ‘Moderation’ on for a large webinar to give the host better control over participant permissions.
  5. Attendance Report Generation Type
    • Purpose: This field determines if an attendance report should be automatically generated after the meeting.
    • Practical Guidance: Select ‘Generate Report’ to have Google Meet create and save a report of who attended. Select ‘Do Not Generate’ to disable this feature.
    • Use Case Context: You would use ‘Generate Report’ for mandatory training sessions to automatically keep a record of attendees.
  6. Auto Recording Generation
    • Purpose: This setting defines whether the meeting should automatically start recording as soon as a participant with recording privileges joins.
    • Practical Guidance: Choose ‘on’ to enable automatic recording or ‘off’ to leave recording as a manual action for the host.
    • Use Case Context: You would set ‘Auto Recording Generation’ to ‘on’ for compliance meetings that must be recorded for archival purposes.
  7. Auto Transcription Generation
    • Purpose: This field controls whether a live transcript of the meeting is automatically generated.
    • Practical Guidance: Select ‘on’ to have the meeting automatically transcribed. This is useful for accessibility and for creating a searchable record of the conversation.
    • Use Case Context: You would enable ‘Auto Transcription Generation’ to provide live captions for participants and to have a text record of the meeting’s discussion.
  8. Auto Smart Notes Generation
    • Purpose: This determines if Google Meet should automatically generate a summary and recap of the meeting for invitees.
    • Practical Guidance: By selecting ‘on’, you can automate the creation of meeting notes, which are then shared with attendees.
    • Use Case Context: You would turn on ‘Auto Smart Notes Generation’ for project kick-off meetings to ensure all stakeholders receive an automated summary of key decisions and action items.

Outputs

  1. Meeting Space ID
    • Data Description: This output provides the unique, permanent identifier for the created meeting space.
    • Workflow Utility: This ID is essential for interacting with the meeting in later steps. For example, you could pass this ID to a future ‘Update Meeting’ action to change its settings or to a ‘Get Meeting Details’ action to retrieve information about it.
  2. Meeting URI
    • Data Description: This is the full, clickable URL (e.g., https://meet.google.com/abc-defg-hij) that participants use to join the meeting.
    • Workflow Utility: This is the most critical output for sharing the meeting. You can use this token in a subsequent ‘Send Email’ action to invite participants or in a ‘Create Calendar Event’ action to include the join link in the event description.
  3. Meeting Code
    • Data Description: This output is the user-friendly, unique string (e.g., abc-defg-hij) used to join the meeting.
    • Workflow Utility: This code can be shared as a simpler alternative to the full URI. A user can go to meet.google.com and enter this code to join, making it useful for verbal sharing or simple text notifications.
  4. Meeting Space Config
    • Data Description: This is a comprehensive object containing all the configuration settings that were applied to the newly created meeting space.
    • Workflow Utility: This object is useful for logging and verification purposes. You can use its properties in a conditional path (e.g., “If Moderation is on, then…”) or log the entire object to a Google Sheet or database to keep a detailed record of all meetings created by your flow. It includes the following details:
    • Access Type: The access type that was set for the meeting.
    • Entry Point Access: The entry point configuration that was applied.
    • Attendance Report Generation Type: The setting for attendance report generation.
    • Artifact Config: An object containing settings for automatically generated assets.
    • Recording Config: Contains the setting for auto-recording.
    • Auto Recording Generation: The ‘on’ or ‘off’ state for automatic recording.
    • Transcription Config: Contains the setting for auto-transcription.
    • Auto Transcript Generation: The ‘on’ or ‘off’ state for automatic transcription.
    • Smart Notes Config: Contains the setting for smart notes.
    • Auto Smart Notes Generation: The ‘on’ or ‘off’ state for automatic smart notes.
    • Moderation: The ‘on’ or ‘off’ state for the meeting’s moderation mode.

Example Use Cases

  1. Automate Client Onboarding Automatically generate a unique and secure meeting link whenever a new client is registered in your CRM or fills out a form.
  2. Streamline Interview Scheduling Create a new Google Meet space for each candidate interview scheduled through your HR system or calendar.
  3. Generate Dynamic Webinar Links Programmatically create meeting links for webinars with moderation and auto-recording enabled, then distribute the link to registered attendees.
  4. Create Instant Support Sessions Trigger the creation of a new meeting space from a support ticket to instantly generate a link for a live troubleshooting session with a customer.
  5. Standardize Internal Meetings Ensure all project kick-off meetings are created with consistent settings, such as automatic transcription and smart notes, for better record-keeping.

Example

Scenario: An HR department uses Microsoft Outlook for their daily calendaring but prefers Google Meet for video interviewing. When a recruiter submits a candidate’s details and a proposed interview time via a Google Form, they need a unique Google Meet link to be generated automatically and included in the Outlook calendar invitation sent to both the interviewer and the candidate.

Steps to Implement:

  1. Select a Trigger: Start the flow with a “Google Form - New response” trigger. Configure it to watch for new submissions on the “Candidate Interview Scheduling” form.

  2. Configure the “Create Meeting” Action: Add the Create Meeting action to the flow.

    • Connection: Select your pre-configured Google Meet connection.
    • Access Type: Choose Restricted to ensure only invited participants can join without needing to be admitted.
    • Moderation: Set to on to give the interviewer full host controls.
    • Attendance Report Generation Type: Select Generate Report to keep a record of attendance for compliance.
    • Auto Recording Generation: Set to off unless company policy requires all interviews to be recorded.
  3. Create the Calendar Event: Add a “Microsoft Outlook 365 - Create Event” action after the meeting is created. Map the Meeting URI output from the “Create Meeting” action directly into the “Body” and “Location” fields of the Outlook event. Use the form responses to populate the subject, attendees’ emails, and start/end times.

Outcome: This automation bridges the gap between Google and Microsoft ecosystems. It eliminates the manual work of creating meeting links and scheduling interviews across different platforms. The process is now instant and error-free, ensuring that every Outlook invite contains a unique, secure Google Meet link.

Best Practices

  1. Select the Appropriate Access Type For confidential meetings like client calls or interviews, always use Restricted access to prevent unauthorized entry and ensure only invited attendees can join directly.
  2. Store Meeting Links for Reference After creating a meeting, save the Meeting URI and Meeting Space Id outputs to a Google Sheet, database, or your CRM. This creates a historical log and allows you to easily reference or manage the meeting later.
  3. Leverage Automatic Features for Compliance For meetings that require a formal record, enable Auto Recording Generation and Auto Transcription Generation. This ensures that a complete record is captured without relying on the host to remember to start it manually.