Workflows

Automate Zoom meeting creation during incidents in Rootly with Smart Defaults or custom workflows, including waiting rooms, recordings, and attendee links.

Overview

Rootly workflows automatically create Zoom meeting rooms when incidents occur. You can use the built-in Auto-Create Incident Call setting for quick setup, or build a custom workflow when you need conditional logic, specific triggers, or advanced routing.

Rootly enforces one Zoom meeting per incident. Running the same automation multiple times updates the existing link rather than creating a new one. For additional meetings, create a sub-incident.

Option 1: Auto-Create Incident Call

The Auto-Create Incident Call setting lets you automatically generate a Zoom meeting when an incident begins — no workflow required.

Configure the following options directly in the integration settings:

Setting	Description
Create Zoom Call on Incident Start	Automatically spin up a meeting when an incident opens
Meeting Name	Default or custom name using Liquid variables
Bookmark in Slack	Add the meeting link as a bookmark in the incident channel
Notify Slack Channels	Announce new calls in specific Slack channels
Record Call	Enable automatic recording — None, Local, or Cloud
Specify Host	Assign a specific host by email
AI Meeting Capture	Enable transcription and AI-generated meeting summaries
Bot Recording	Start recording automatically without host approval

Use Auto-Create for quick setup. Build a custom workflow when you need conditions, specific triggers, or advanced routing.

Option 2: Custom Workflow

For more control — such as only creating meetings for SEV-1 incidents or routing to specific hosts — build a custom Incident workflow.

1. Open workflow creation

   Navigate to Workflows in Rootly and click Create Workflow.

   
2. Choose workflow type

   Select Incident as the workflow type.

   
3. Configure triggers

   Choose when the workflow fires. Common triggers for Zoom meeting creation:

   

   Trigger	When it fires
   Incident Created	Creates a Zoom call as soon as a new incident opens
   Incident Status Changed	Creates a call when the incident moves to a specific status
   Commander Assigned	Creates a call once someone takes ownership of the incident
   Manual Trigger	Run the workflow on demand from the UI

4. Add conditions (optional)

   Use conditions to control when the workflow should run after triggering.

   

   Common patterns:

   • Severity filter — Only create calls for SEV-1 or SEV-2 incidents
   • Team filter — Only for incidents affecting specific teams
   • Incident type — Only when Kind is set to Incident
5. Add the Create Zoom Room action

   Click Add Action, search for Zoom, and select Create Room.

   

   Configure the action fields:

   Field	Description
   Meeting Name	The Zoom meeting title. Supports Liquid syntax. Defaults to the incident title.
   Password	Optional meeting password. Leave blank to let Rootly generate a secure one.
   Create as User	Email of the Zoom account to create the meeting as. Supports Liquid syntax.
   Alternative Hosts	Additional host email addresses. Must be existing Zoom accounts.
   Auto Recording	None, Local, or Cloud. Can also be started manually during the meeting.
   AI Meeting Capture	Enable transcription and AI-generated meeting summaries.
   Slack Channels	Slack channels to post the meeting link to.

   For Create as User, use the incident creator’s email via Liquid syntax, or set a dedicated service account like [e-mail] to ensure meetings are always owned by a known account.

6. Save the workflow

   Name the workflow clearly (e.g., Create Zoom Call for SEV-1 Incidents) and click Create Workflow.

Variable Reference

Use the Liquid Variable Explorer to test variables with real incident data.

Zoom Variables

Variable	Description
incident.zoom_meeting_url	Link to join the Zoom meeting
incident.zoom_meeting_id	Unique Zoom meeting ID

Incident Variables

Variable	Description
incident.title	Incident title
incident.summary	Incident description
incident.severity	Severity level
incident.status	Current status
incident.started_at	When the incident started
incident.creator.name	Incident creator’s name
incident.creator.email	Incident creator’s email
incident.commander.email	Incident commander’s email
incident.slack_channel_name	Incident Slack channel name
incident.url	Link to the incident in Rootly

Frequently Asked Questions

Can I create multiple Zoom meetings for one incident?

Rootly enforces one Zoom meeting per incident. If you need additional meetings, declare a sub-incident from the main incident and create a separate Zoom link for it.

The Zoom meeting was created but not posted to Slack

Ensure the Slack Channels field in the workflow action is configured with the correct channel. You can use Liquid syntax to reference the incident channel dynamically. Also confirm the Slack integration is connected under Configuration → Integrations.

How do I use Liquid variables in meeting names?

The Meeting Name field supports Liquid syntax. Use the Liquid Variable Explorer to preview available variables. Common examples include the incident title, severity, and ID.

What happens if the Create as User email is not a Zoom account?

The meeting creation will fail if the email is not associated with a valid Zoom account. Use a dedicated service account email or verify the Liquid variable resolves to a known Zoom user.