How to Automatically Add Zoom Recording Links to ClickUp Tasks Using Google Calendar and Make.com

Introduction

You run a lot of client or internal meetings that produce a Zoom recording, then someone has to paste that recording link into the ClickUp task for the meeting. That manual step gets missed, links are buried in chat, and later work lacks meeting context.

This guide shows a simple, reliable Make.com scenario that watches for a finished Google Calendar event, looks up the Zoom recording produced for that meeting, then updates the ClickUp task created for the event with the recording link. By the end you will have a minimal automation that ensures meeting recordings live where your team already works.

What you will know by the end: the triggers and modules to use in Make.com, how to map the calendar event to a ClickUp task, how to find the Zoom recording, and the common gotchas to avoid.

What You'll Need

• Google Calendar account (the calendar that contains the meeting) with events that include the ClickUp task URL in the description or a consistent event id mapping
• Zoom account with cloud recording enabled and API access (recordings must be stored in Zoom Cloud)
• ClickUp account with permission to update tasks in the target List
• Make.com account with connections for Google Calendar, Zoom, and ClickUp
• A naming or linking convention so the calendar event can be matched to a ClickUp task (for example, include the ClickUp task URL in the calendar description when the task is created)

Notes: Zoom cloud recordings require a paid Zoom plan. Make.com free tier is fine for low volume testing, but production reliability benefits from a paid Make.com plan.

How It Works (The Logic)

Trigger: Google Calendar event ends, Make.com reads the event and extracts a ClickUp task link or a unique event identifier, Make.com then calls the Zoom API to list recordings for the meeting host or meeting UUID and finds the matching cloud recording, finally Make.com updates the ClickUp task by adding the recording URL to the task description or a custom field.

In plain terms: Google Calendar event end → find Zoom recording → update ClickUp task with link.

Step-by-Step Setup

1. Ensure your events link back to ClickUp

Before building, decide how you will match an event to a ClickUp task. The simplest pattern is to include the ClickUp task URL in the Google Calendar event description when the task is created. If you already create tasks from bookings or calendar events, reuse that step to inject the task URL.

If you do not have the ClickUp URL in the event, you can store the Google Calendar event_id in a Google Sheet when creating the ClickUp task, then use that sheet as the lookup. For this simple build assume the ClickUp task URL is present in the calendar description.

2. Create a new Scenario in Make.com and add the Google Calendar trigger

• Module: Google Calendar, "Watch Events" or "Watch Events (Updated)" depending on availability.
• Configure the trigger to watch the target calendar and select the event type "Event ends" or run a scheduled check that finds events whose end time is within the last X minutes. Using an event end trigger is cleaner when available.

Gotcha: Make.com Google Calendar triggers may use polling. Set a short but reasonable interval (for example every 5 minutes) for near-real-time processing without excessive runs.

3. Add a filter to only process events that contain a ClickUp link

• Immediately after the trigger add a filter that continues only when the event description contains a ClickUp URL pattern such as https://app.clickup.com/t/.

This prevents processing generic calendar events that do not map to tasks.

4. Parse the ClickUp task ID from the calendar description

• Use a text extractor or Make.com built-in regex to pull the ClickUp task URL from the event description. From the URL you only need the task ID portion or the full task URL depending on the ClickUp module you will call.

Example: from https://app.clickup.com/t/123abc extract 123abc or keep the full URL to store as-is.

Gotcha: ClickUp links sometimes include workspace or space prefixes. Test with real event descriptions to confirm the pattern.

5. Add the Zoom module to find the recording

• Add Zoom: "List Recordings" or Zoom HTTP GET to the recordings endpoint for the meeting host or meeting UUID. If you can capture the Zoom meeting UUID in the calendar event (some calendars include conference details) use that for an exact match.

• If you do not have the meeting UUID, call the Zoom recordings list for the host for the relevant date range and match by topic and start time.

Map inputs:

• Host email: the meeting host whose recordings you will search, or use the account associated with the Zoom API credentials
• Date range: use the event start/end date to restrict results

Common gotcha: Zoom meeting UUIDs in calendar payloads are URL-encoded with slashes replaced. Use the event conference details or the calendar description to find exact identifiers when possible. Searching by date + topic is a reliable fallback but requires careful timezone handling.

6. Filter the Zoom recordings to the correct meeting

• After retrieving recordings, add a filter to match the recording item where the recording start time is within a small window of the calendar event start time and the topic or meeting title matches the event summary.

• If multiple recordings match, pick the latest or prefer the recording with recording_type of shared_screen_with_speaker_view or cloud_recording as appropriate.

7. Update the ClickUp task with the recording link

• Add ClickUp: "Update a Task" module.

• Use the ClickUp task ID parsed earlier.

• Append the Zoom recording link to either:

  • The task description (recommended), for example add a block: Zoom recording: {{recording_play_url}}
  • Or write the link into a ClickUp custom field called Meeting Recording if your List uses that field

Field mapping example:

• Description: `{{existing_description}}

Recording: {{recording_play_url}} (Zoom)`

Gotcha: When updating description, fetch the current description first if Make.com Update module overwrites the field. Some connectors expect you to send the full description. If so, read the task first with ClickUp "Get Task" and then write the combined text.

8. Add a notification step (optional)

• Optionally post a short notification to Slack or add a comment to the ClickUp task indicating the recording was attached. For a minimal build you can skip this, but a comment is useful to surface the change in the task activity feed.

9. Test the full flow

• Create a test event with a ClickUp link in the description and run a short meeting periodically or simulate the end time. Ensure the Zoom meeting is recorded to cloud and that the recording appears for the host.

• Run the Scenario and verify:

  • Make.com finds the correct recording
  • ClickUp task is updated and includes the playback URL
  • Timezone conversions between calendar and Zoom match

Common test gotchas: timezones and small time skews between calendar event times and Zoom recording timestamps. Use a 5-minute matching window when validating.

10. Turn on the Scenario and monitor initial runs

• Activate the scenario and monitor the first few runs in Make.com execution logs. Confirm there are no false matches and that ClickUp updates do not clobber existing task descriptions.

• If you see duplicates for repeated recordings, add logic to check if the recording URL already exists in the task description before writing.

Real-World Business Scenario

A product team records weekly demos. Before automation the operations lead manually pasted Zoom links into the ClickUp task for each demo. After implementing this flow, every demo task received the recording automatically within minutes of the meeting ending. That removed a repetitive 5-minute step per meeting and kept recordings and feedback comments together in the task.

Common Variations

• Use the Google Sheet lookup pattern instead of embedding the ClickUp URL in the calendar event: when you create the ClickUp task, write a mapping row with Calendar event_id → ClickUp task_id and read that during the recording step.
• Post a Slack message in the project channel with the recording link when the ClickUp task is updated, useful for distributed teams that keep channels as the primary activity stream.
• Instead of ClickUp description updates, create a task comment or attach the recording URL as a task attachment using ClickUp file endpoints for richer activity tracking.

Putting it into practice

You now have a compact Make.com scenario pattern for attaching Zoom recording links to the matching ClickUp task after a calendar event ends. This reduces manual updates and keeps meeting artefacts where your team expects them.

If you want help building or extending this workflow across Calendly, ClickUp, Slack, and the rest of your stack, see our guide on creating ClickUp tasks from bookings How to Create ClickUp Tasks from Calendly Bookings Using Make.com and Slack and our Google Calendar to ClickUp pattern How to Automatically Create ClickUp Tasks From Google Calendar Events Using Make.com. Olmec Dynamics builds these automations for real businesses, and we can implement the Zoom recording mapping and idempotency logic for you. See what we do at https://olmecdynamics.com.