Problem It Solves

Teams often juggle back-and-forth emails or chat threads to schedule project meetings, leading to double bookings, missed invites, and confusion over agenda or participants. Without a streamlined approach, admins waste time confirming availability, and meetings can lack a clear purpose or preparation. By embedding a dedicated meeting-request form that writes directly to a centralized Table and triggers task creation or calendar invites, you ensure every request is tracked, participants are notified, and necessary prep is automated.

Process Overview

1. Stakeholders open the “Meeting Request” form (embedded on your intranet or shared via link) and enter fields like Requester Name, Project, Preferred Date/Time, Duration, Meeting Type, and Agenda.

2. Upon submission, Zapier writes the details into a “Meeting Requests” Table with a unique Request ID and timestamp.

3. Zapier creates a corresponding task or reminder in your chosen PM tool (e.g., Trello, Asana, Monday.com) with mapped fields (Date/Time, Assignee, Agenda).

4. A calendar invite is generated, or a Slack/email notification is sent to organizers and participants with meeting details and a link to the Table entry.

5. As the meeting approaches, automated reminders go out to all attendees; after the meeting, the Table status updates to “Completed.”

Key Features & Capabilities

• Branded Request Form
  Customize form fields (Requester, Project, Preferred Date/Time, Duration, Agenda, Participants) so every meeting has the necessary context.

• Centralized Table Logging
  All submissions are written to a “Meeting Requests” Table, providing a single source of truth for upcoming project meetings.

• Automated Task/Reminder Creation
  New requests generate tasks or calendar reminders in Trello, Asana, or Monday.com, complete with due dates and assignee assignments.

• Instant Notifications
  Zapier sends real-time Slack or email alerts to organizers and specified participants with meeting details and a link to the Table entry.

• Reminder Workflow
  As the meeting time approaches, Zapier can send follow-up reminders (e.g., 24 hours and 1 hour prior) to ensure all attendees are prepared.

• Status Tracking
  Use a “Status” column (Requested, Scheduled, Completed, Canceled) to monitor each meeting’s lifecycle. Status changes trigger notifications to relevant stakeholders.

Typical Use Cases

• Project Kickoff Coordination
  A product manager submits a kickoff meeting request for a new feature, specifying the project name, desired date/time, duration, and agenda. The form logs the request, creates a task in Asana for the project team, and sends Slack invites to attendees, ensuring everyone is aligned from day one.

• Cross-Functional Syncs
  Marketing and engineering teams use the form to schedule bi-weekly syncs. Each submission writes to the Table and generates Trello cards for coordinators, who receive email notifications with the meeting agenda and participant list.

• Client Status Updates
  Client success managers allow clients to book status calls via the form. Requests automatically create Monday.com items assigned to the account lead and send calendar invites to both internal and client teams, streamlining the scheduling process.

Prerequisites & Client Responsibilities

• Form & Table Schema Approval
  Confirm the “Meeting Requests” Table schema with columns: Request ID (auto-generated), Requester Name, Project, Preferred Date/Time, Duration, Meeting Type, Agenda, Participants, Status, and Timestamp.

• Calendar/PM Tool Integration
  Provide API credentials for your chosen project management tool (Trello, Asana, Monday.com) or calendar system (Google Calendar, Outlook) so Zapier can create tasks, reminders, and invites.

• Notification Details
  Share Slack channel names or email addresses for organizers and participants to receive instant meeting notifications.

• Reminder Settings
  Define how many reminder notifications you want (for example, 24 hours and 1 hour before) and which channels they should go through.

• Participant Management
  Specify how participants are listed (e.g., comma-separated emails on the form) so Zapier can map them correctly to calendar invites or PM tasks.

• Team Permissions
  Determine who needs “Viewer” access (to monitor incoming meeting requests) versus “Editor” access (to update statuses or modify form fields) within the Table and notification workflows.

Pricing

• One-Time Setup: $320
  (Build and embed the branded “Meeting Request” form, configure the “Meeting Requests” Table, and set up/test Zaps for task creation, calendar invites, and notifications.)

• Monthly Support: $70/month
  (Maintain form and Table integrations, adjust reminders or notification settings as needed, and troubleshoot any issues.)