How to Send Meeting Notes Reminders to Slack with Zapier

Zaps > Create Zap > Trigger

Connect Google Calendar

Set up the trigger to detect when calendar events end. You'll authenticate your Google account and choose which calendar to monitor.

1. 1Click 'Create Zap' from your Zapier dashboard
2. 2Search for 'Google Calendar' in the trigger app field
3. 3Select 'Event Ended' as your trigger event
4. 4Click 'Continue' to proceed to authentication

Trigger > Google Calendar > Account

Authenticate Google Calendar

Grant Zapier access to read your calendar events. Choose the specific calendar you want to monitor for meeting ends.

1. 1Click 'Sign in to Google Calendar'
2. 2Select your Google account from the popup
3. 3Click 'Allow' to grant calendar read permissions
4. 4Choose your work calendar from the dropdown

Action > Delay by Zapier

Add 15-minute delay

Insert a delay action so the reminder fires 15 minutes after the meeting actually ends. This gives attendees time to wrap up before the nudge.

1. 1Click the + button to add an action step
2. 2Search for 'Delay' in the action apps
3. 3Select 'Delay by Zapier' from results
4. 4Choose 'Delay For' as the action event

Action > Delay > Delay For

Configure the 15-minute delay

Set the exact delay duration to 15 minutes. This ensures the reminder arrives after people have logged off the call.

1. 1Set 'Delay For' to '15'
2. 2Select 'Minutes' from the time unit dropdown
3. 3Click 'Continue' to save the delay settings

Action > Slack > Send Direct Message

Add Slack action

Connect Slack to send the reminder message. You'll choose direct message to target the meeting organizer specifically.

1. 1Click + to add another action step
2. 2Search for 'Slack' in the action apps
3. 3Select 'Send Direct Message' as the action event
4. 4Click 'Continue' to proceed

Action > Slack > Account

Connect Slack workspace

Authenticate with your Slack workspace where you want to send reminders. Make sure you have permission to DM other team members.

1. 1Click 'Sign in to Slack'
2. 2Select your workspace from the list
3. 3Click 'Allow' to grant messaging permissions
4. 4Verify the correct workspace name appears

Action > Slack > To

Set message recipient

Configure the DM to go to whoever organized the meeting. This pulls the organizer email from Google Calendar and matches it to their Slack user.

1. 1Click in the 'To' field
2. 2Select 'Organizer Email' from the Google Calendar data
3. 3Zapier will auto-match the email to Slack username

📬 New entry: {{1.name}}
Email: {{1.email}}
Details: {{1.description}}

Action > Slack > Message

Write the reminder message

Craft a friendly but direct message that includes the meeting title. Keep it short since it's a DM notification.

1. 1Click in the 'Message' text field
2. 2Type: 'Hi! Friendly reminder to share notes from'
3. 3Click 'Summary' from Google Calendar data to insert meeting title
4. 4Add 'Thanks!' at the end

📬 New entry: {{1.name}}
Email: {{1.email}}
Details: {{1.description}}

Filter > Condition

Add meeting filter

Set up a filter so reminders only fire for actual meetings, not personal appointments. This prevents spam for lunch blocks or focus time.

1. 1Click + between Google Calendar and Delay steps
2. 2Select 'Filter by Zapier'
3. 3Set condition: 'Attendees Count' 'is greater than' '1'
4. 4Click 'Continue' to save the filter

Test > Slack

Test the workflow

Run a test with sample data to verify the message format and recipient mapping work correctly.

1. 1Click 'Test trigger' to pull recent calendar events
2. 2Select a meeting with multiple attendees from the list
3. 3Click 'Test action' on the Slack step
4. 4Check that the test message appears correctly

Publish > Turn On

Turn on the Zap

Activate the automation to start monitoring your calendar. It will check for ended meetings every 15 minutes.

1. 1Review all steps show green checkmarks
2. 2Click 'Publish Zap' in the top right
3. 3Give your Zap a name like 'Meeting Notes Reminder'
4. 4Click 'Turn on Zap' to activate

Drop this into a Zapier Code step.

{{summary}} - {{formatDate end.dateTime "MMM DD"}}

{{summary}} - {{formatDate end.dateTime "MMM DD"}}