Workflows - Rootly

Rootly’s Google Meet integration leverages workflows to automatically create meeting rooms when incidents occur. If you are unfamiliar with how Workflows function, please visit our Workflows documentation first.

Automation Options

You can automate Google Meet room creation in two ways:

Auto-Create Incident Call

Automatically create a Google Meet room at incident start using built-in settings — no workflow required.

Custom Workflow

Use workflows for conditional or advanced meeting automation with full control over triggers and actions.

Option 1: Auto-Create Incident Call

The Auto-Create Incident Call panel lets you automatically generate a Google Meet room whenever an incident begins, without building a workflow from scratch.

Auto-Create Incident Call panel in Rootly

It includes a full set of configuration options so you can control how the room is created, where it’s shared, and what Google Meet features are enabled. These settings let you control exactly how Google Meet call meetings behave during incidents.

Create Google Meet Call on Incident Start

Automatically spin up a meeting the moment an incident opens.

Toggle for creating Google Meet call on incident start

Bookmark Google Meet Call in Slack

Add the meeting link as a bookmark in the incident’s Slack channel.

Toggle for bookmarking Google Meet call in Slack

Notify Slack Channels

Announce new incident calls in specific Slack channels.

Slack channel notification settings for Google Meet

Meeting Transcript & Summary

Enable AI-powered recording, transcription, and summary generation.

Use Auto-Create when you want instant, zero-configuration Google Meet automation. Build a custom workflow when you need conditions, multiple actions, or advanced routing logic.

Option 2: Creating a Custom Workflow

For teams that need conditional logic — such as only creating calls for SEV-1 incidents or specific teams — a custom workflow gives you full control.

Open Workflows

Go to Rootly → Workflows → Create Workflow.

Choose Workflow Type

Select your workflow type — typically Incident for meeting automation.

Workflow type selection showing Incident, Retrospective, and Pulse options

Configure Triggers

Triggers define when this workflow should run. Choose the event that should kick off your Google Meet room creation.

Trigger	What It Does
Incident Created	Creates a Google Meet room as soon as a new incident is opened
Incident Updated	Fires when fields like severity or status change
Incident Status Changed	Starts a call when the incident moves into a specific status
Incident Commander Assigned	Creates a meeting once someone takes ownership
Manual Trigger	Run the workflow manually from the incident UI

Add Conditions (Optional)

Conditions control when the workflow should or shouldn’t run after being triggered. Use conditions to narrow the scope of your automation.

Workflow conditions panel showing filter options

Examples:

Severity-based — Only create calls for SEV-1 or SEV-2 incidents
Team or service filters — Only for incidents impacting specific teams
Incident type filtering — Only when the incident kind is set to Incident (not Maintenance)

Add Google Meet Action

Click Add Action → Google Meet → Create Room. Configure the action settings that appear.

Google Meet Create room action in action picker

Google Meet action configuration with AI Meeting Capture option

Enable AI Meeting Capture to have Rootly AI automatically capture and summarize the meeting.

Save the Workflow

Click Add, give your workflow a descriptive name, and click Create Workflow.

Variable Reference

Use these variables in workflow notifications, Slack messages, and calendar event templates.

Google Meet Variables

Variable	Description	Available
incident.google_meeting_url	The link to join the Google Meet room	After meeting is created
incident.google_meeting_id	The unique ID of the Google Meet	After meeting is created

Incident Variables

Variable	Description
incident.title	Incident title
incident.summary	Incident summary or description
incident.severity	Severity level (e.g., SEV1)
incident.status	Current incident status
incident.started_at	Timestamp when the incident started
incident.creator.name	Name of the person who created the incident
incident.creator.email	Email of the incident creator
incident.slack_channel_name	Name of the incident’s Slack channel
incident.url	Link to the incident in Rootly

Use the Liquid Variable Explorer to test variables with real incident data before using them in production.

Example Templates

Slack Notification
Calendar Event

Include the Google Meet link in a Slack message automatically when an incident is created:

Incident {{ incident.title }} started

Join Google Meet: {{ incident.google_meeting_url }}
Severity: {{ incident.severity }}

Please confirm when you've joined.

Use Google Meet variables to automatically populate calendar event details for your team:

Title: Incident {{ incident.title }}
Started: {{ incident.started_at | date: "%Y-%m-%d %H:%M" }}
Join Google Meet: {{ incident.google_meeting_url }}
Description: {{ incident.summary }}

Please join the meeting on time.

Frequently Asked Questions

Can I create multiple Google Meet rooms for a single incident?

Each incident is associated with one Google Meet room by default. If you need additional rooms, you can create sub-incidents and configure workflows to create separate rooms for each sub-incident.

What happens to the Google Meet room when an incident is resolved?

Rootly does not automatically end or delete the Google Meet room when an incident is resolved. The room remains accessible through the meeting link until it expires naturally per Google Meet’s settings.

Can I use this with both OAuth and Service Account connections?

Yes. The workflow actions work the same regardless of which connection method you used during installation. The integration handles authentication transparently.

Why isn't the Google Meet link appearing in Slack?

Ensure the Slack Channels field is configured in your workflow action and that the channel reference is correct. You can use {{ incident.slack_channel_id }} to target the incident’s dedicated channel automatically.

Documentation Index

​Automation Options

Auto-Create Incident Call

Custom Workflow

​Option 1: Auto-Create Incident Call

​Option 2: Creating a Custom Workflow

​Variable Reference

​Google Meet Variables

​Incident Variables

​Example Templates

​Frequently Asked Questions

Automation Options

Option 1: Auto-Create Incident Call

Option 2: Creating a Custom Workflow

Variable Reference

Google Meet Variables

Incident Variables

Example Templates

Frequently Asked Questions