Zoom Attendance to PDF in Drive – Automated Zap Setup
Hi Zapier Support Team,
I'm reaching out for help setting up a Zap that retrieves Zoom attendance data after every meeting and automatically saves it as a PDF in a specific Google Drive folder. Here's exactly what I'm trying to achieve:
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Goal:
After every Zoom class:
Automatically get the attendance list (participant name, join time, leave time, duration, etc.).
Format that data into a Google Docs template.
Convert the Google Doc into a PDF.
Save the PDF into a specific Google Drive folder, preferably with the meeting name and date as the file name.
What I Need Help With:
The best way to trigger this Zap after every Zoom meeting ends.
How to compile multiple participants from the same meeting into one document.
How to format the list into a table in Google Docs using Zapier.
How to automate the PDF creation and storage in the correct Google Drive folder, named based on the meeting.
Any guidance, tutorials, or best practices you can offer would be greatly appreciated. Thank you so much in advance for your help!
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Hi there @ed891. Welcome to the Community!
The best way to trigger this Zap after every Zoom meeting ends.
You could use the Zoom New Meeting Ended trigger for this. It would run the Zap when a meeting of a certain type finishes.
How to compile multiple participants from the same meeting into one document.
There’s a Retrieve Meeting or Webinar Participants (Zoom) action available for the Zoom app that should get you a list of the participants, output as line items. So you’d likely want to use a Formatter (Utilities > Line-item to Text) action to generate a list of the participants. Check out our Convert line items into text strings guide for more details on how to use that sort of Formatter action.
How to format the list into a table in Google Docs using Zapier.
Taking the list of participants generated by the Formatter action you could then use a Create Document From Text (Google Docs) action to create a Google Doc with that list.
How to automate the PDF creation and storage in the correct Google Drive folder, named based on the meeting.
Google will automatically generate a PDF version of the file so you could follow the steps in this guide to see how to access that:
Then you could use a Find a Folder (Google Drive) to search for the folder based on the meeting name—also has the ability to create a new folder if one isn’t found. I’d suggest putting this ahead of the Create Document From Text action, that way you could use the Custom value option to dynamically select the folder when creating the Google Doc to ensure that it’s added to the right folder.
Hope that helps to get you pointed in the right direction. If you run into any issues on that or have further questions, just let me know!
Hi @ed891, just checking in!
Did my reply help to get you pointed in the right direction?
Want to make sure you’re all set, so keep us posted on how things are going!
Hello, thank you so much for your help — it worked perfectly!
The only issue I'm facing now is with the way the attendance list is exported into Google Docs.
Right now, all the names are stuck together on the same line, like this: John, James, Peter
But I’d like each name to appear on its own line, like this:
John James Peter
Is there a way to format it like that?
Here is my zap chain, i tried using the “\n” as a seperator, i tried hitting the “space bar” to seperate but neither options worked. is there something else that i can try or im i doing it wrong?
Thanks again!
Hi there @ed891,
You can try using a comma “,” as your separator to separate the line items.
Kindly give it a try and let me know how it goes? I'll keep an eye out for your response!
