Whereby
CommunicationLet AI agents spin up video meetings on demand. Agents create and delete Whereby rooms, fetch meeting details, and review room session history through the Whereby Embedded API.
What This Integration Enables
Whereby's Embedded API treats a video room as a disposable resource: create it for a purpose, use it, let it expire. That model fits automation unusually well, because the room becomes something a flow provisions exactly when a business event needs one. FlowRunner agents create rooms with locks, layouts, recording, and design templates matched to the occasion, fetch details, close rooms on demand, and pull session insights for usage and attendance reporting. The useful insight: the meeting link is the last step of a chain of context, who booked, why, how sensitive, and an agent that holds that context can configure the room correctly every time, where a human pasting links configures it the same way every time. Transience is the other half of the value. Because every room carries an end date and auto-deletes about an hour after it, a FlowRunner-provisioned room is also a security posture: there is no permanent "team room" URL accumulating in old email threads, no forgotten link a departed contractor can still join. The room exists for the conversation it was made for, then stops existing, and the session record in insights is what remains. - Provision rooms per booking, support case, or deal stage, with fit-for-purpose settings - Issue host URLs so the right person holds mute, lock, and recording controls - Create locked, knock-to-enter rooms for confidential conversations - Close rooms deliberately when their purpose ends - Report attendance and usage from session insights
Without FlowRunner
With FlowRunner
Use Case Scenarios
Booking to branded room without a human relay
An invitee books through [Calendly](/integrations/calendly). The agent calls Create Meeting with an end date matched to the slot, a room name prefixed with the deal identifier, and the appropriate design template. The invitee gets the roomUrl via [Gmail](/integrations/gmail); the host gets the hostRoomUrl with controls. Nobody creates, copies, or mis-pastes anything, and every customer joins a room configured the way that call type requires.
The support escalation that gets a face
A high-severity ticket crosses its SLA threshold. The flow calls Create Meeting for a locked 1:1 room, posts the host URL to the on-call engineer in [Slack](/integrations/slack), and sends the customer the join link with a knock-to-enter note. The room's end date is set two hours out, so the escalation artifact cleans itself up. What used to be four messages of "can you hop on a call, let me find a link" becomes one click on each side.
Utilization reporting that survives an audit
Nightly, the agent runs List Room Sessions with a date-range filter, one entry per period each room was in use, and writes room name, start, end, and participant count to [Google Sheets](/integrations/google-sheets). Demo rooms with one participant become the no-show report the sales manager actually wanted; usage totals feed the plan-sizing decision at renewal. The video bill stops being a number nobody can explain.
Human-in-Loop Highlight
Delete Meeting is immediate and indiscriminate: it closes the room and disconnects every active participant mid-sentence, permanently. An agent cleaning up "expired" rooms on a schedule cannot tell a stale room from a call that ran long, and the failure mode is hanging up on a customer during the closing conversation. So FlowRunner cleanup flows check before they cut: the agent calls List Room Sessions to see whether the room has an open session, and any room showing recent activity goes to a human, "Room demo-acme-0731 still had 3 participants 10 minutes ago. Close it anyway?", instead of straight to Delete Meeting. The other gated setting lives at creation time: enabling cloud recording. A recorded customer call is a consent and retention decision, so agents propose recording only where the booking context supports it and a person confirms. Rooms are disposable; conversations are not, and the person accountable for the relationship stays the one who decides when either one ends.
Agent Capabilities
4 actionsMeetings
3- Create Meeting Creates a transient room with a required end date, after which the room auto-deletes in about an hour. Options include locking the room, a room name prefix, normal or group layout, cloud recording, a host URL with privileged controls, and a room design template. Returns roomUrl and hostRoomUrl.
- Get Meeting Retrieves a meeting by ID with room name, join URL, and start and end dates. Errors if the room was already deleted, which makes it the liveness check before links are sent or rooms are closed.
- Delete Meeting Deletes a meeting immediately, closing the room and disconnecting active participants. Permanent, and gated in FlowRunner flows behind a session-activity check and human confirmation.
Insights
1- List Room Sessions Retrieves session insights, one entry per period a room was in use, with room name, start and end timestamps, and participant count. Filters by room name and date range with cursor pagination. The attendance and billing analytics feed.
Frequently Asked Questions
What can FlowRunner do with Whereby?
FlowRunner agents can run Create Meeting, Get Meeting, and Delete Meeting in Whereby, plus 1 more action.
Does connecting Whereby to FlowRunner require OAuth?
No. Whereby connects to FlowRunner with an API key, no OAuth flow required.
Can Whereby trigger a FlowRunner workflow automatically?
Whereby doesn't currently expose triggers in FlowRunner. It connects as an action step inside workflows started by another trigger.
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