Schedule a Meeting in LaunchBay Using Zapier

If you manage client meetings through a calendar app, you can use Zapier to automatically create corresponding meetings in your LaunchBay projects, keeping everything in sync without manual entry.

Setup Instructions

Step 1: Add your Calendar "New Event" trigger

Head to your Zapier account and create a new Zap. For the trigger step, select your calendar app (e.g. Google Calendar, Outlook, Calendly) and choose the "new event" trigger. Connect your account and test the trigger to pull in a sample event.

Step 2: Create a "Schedule Meeting" action in LaunchBay

Add an action step and search for LaunchBay. Select "Schedule Meeting" as the action event.

Once connected, map the following fields from your calendar trigger to LaunchBay:

• Title — The name of the meeting, typically mapped to the calendar event title
• Attendees — Map the attendee email addresses from your calendar event. LaunchBay uses this to identify the correct project to add the meeting to
• Project ID (optional) — If you'd prefer to specify the project directly, map or enter the LaunchBay project ID here
• Scheduled Date & Time — Map the start date and time from your calendar event
• Duration — Map the event duration from your calendar trigger
• Call-in Info — Map the video call link or dial-in details from your calendar event if available
• Calendar Event ID (optional) — If you run this Zap again for the same event, entering the same event ID here will update the existing LaunchBay meeting instead of creating a new one. Leave blank if you want a new meeting created each time.

Once the Zap runs, a new meeting will be created in the matching LaunchBay project with all the details pre-filled from your calendar event. Your team can then add an agenda, internal notes, and assign items — ready to go before the meeting takes place.