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List Conference Participants

Definition

The List Conference Participants action retrieves a detailed list of all attendees from a specified Google Meet conference. It allows you to gather information about who joined, when they joined, and how long they stayed—crucial data for auditing, attendance tracking, and automating post-meeting follow-ups.

Key Capabilities:

  • Fetch all participants for a specific meeting using its Conference ID.
  • Filter results based on join/leave times to identify latecomers or early leavers.
  • Handle large meetings efficiently by retrieving participants in batches (pagination).

Inputs

  1. Connection

    • Purpose: Authorizes Zenphi to securely access your Google Meet data.
    • Practical Guidance: Select a pre-configured Google Meet Connection from the dropdown. This static selection authenticates the action to read participant lists from your organization.

  2. Conference Id

    • Purpose: Specifies the exact meeting session you want to analyze.
    • Practical Guidance:
    • Dynamic Value (Recommended): Use the Token Picker to insert the Conference ID output from a previous Find Meeting or Create Meeting action.
    • Static Value: (Rare) Paste a specific ID string if you are testing.

  3. Condition

    • Purpose: Filters the list to return only participants who match specific criteria.
    • Practical Guidance: Build logic using AND/OR operators. You can filter by Earliest Start Time (join time) or Latest End Time (leave time).
    • Use Case: “Return only participants who joined after 10:05 AM” (to track tardiness).

  4. Max Result

    • Purpose: Limits the number of participants returned in a single request (Max: 100).
    • Practical Guidance: Set this to 100. If your meeting has 150 people, the action returns the first 100 and a Next Page Token to get the rest.

  5. Next Page Token

    • Purpose: Retrieves the “next batch” of attendees for large meetings.
    • Practical Guidance: Map the Next Page Token output from the previous run of this action into this input field. This is used inside a loop to cycle through all pages of results until everyone is listed.

Outputs

  1. Participants

    • Data Description: A list of objects representing every attendee who matched your criteria.
    • Workflow Utility: This is the primary payload. Pass this list into a For Each Loop to process attendees individually (e.g., “For each person, add a row to Sheets”).
      • Conference Participant ID
        • Data Description: Unique identifier for the participant in this specific session.
        • Workflow Utility: Use as a primary key in database logging to prevent duplicate entries.
      • Earliest Start Time
        • Data Description: Timestamp of when the user first joined the call.
        • Workflow Utility: Calculate attendance punctuality. (e.g., If Start Time > Meeting Start + 5 mins, mark as 'Late').
      • Latest End Time
        • Data Description: Timestamp of when the user last left the call.
        • Workflow Utility: Calculate duration. (e.g., End Time - Start Time = Total Minutes Attended).
      • Participant Status
        • Data Description: How the user joined (e.g., signed_in, anonymous, phone).
        • Workflow Utility: Filter out bots or dial-ins. (e.g., If Status equals 'phone', skip sending the recap email).
      • Display Name
        • Data Description: The name shown in the meeting interface (e.g., “John Doe”).
        • Workflow Utility: Use for human-readable reports or email greetings (“Hi John…”).
      • User Id
        • Data Description: The unique Google User ID (only available for signed-in users).
        • Workflow Utility: Crucial for identification. Use this ID in a Google Directory - Get User action to look up the participant’s email address, department, or manager.

  2. Next Page Token

    • Data Description: A string token provided only if there are more participants to retrieve (i.e., you reached the Max Result limit).
    • Workflow Utility: Check if this token Is Not Empty. If it has a value, loop back and run the action again to get the next batch of users.

Example Scenario

Scenario: An HR department runs mandatory weekly compliance training. They need to automatically log exactly who attended and for how long into a Google Sheet, replacing manual roll calls.

Steps to Implement:

  1. Trigger: Use a Scheduled Flow to run 1 hour after the training ends.
  2. Action: Use Find Meeting to look up the training session and get the Conference Id.
  3. Action: Add List Conference Participants.
    • Input: Map the Conference Id from Step 2.
    • Max Result: 100.
  4. Loop: Add a For Each Loop using the Participants list as the collection.
  5. Action (Inside Loop): Add Google Sheets - Add Row.
    • Column A (Name): Map Item.Display Name.
    • Column B (Time): Map Item.Earliest Start Time.
    • Column C (Email): Note: Since the participant list gives a User ID, use a “Find User” action in Google Directory first to find the email, or map the Display Name if emails are not available.

Outcome: HR gets an audit-proof spreadsheet generated instantly after every training session.

Best Practices

  1. Handle Pagination: For “All Hands” meetings with 100+ people, you must design your flow to check the Next Page Token and loop until it is empty. Otherwise, you will miss everyone after the 100th person.
  2. Use Filters: Don’t retrieve 500 people if you only care about the latecomers. Use the Condition input to say “Earliest Start Time > [Meeting Start Time]” to get a smaller, more relevant list.
  3. Enrich Data: The Participant object gives you a User ID but not always a job title or email. Use the Google Directory actions to turn that User ID into rich profile data (Department, Manager, Email) for better reporting.