Zoom Integration

How to integrate Zoom to automate meeting links.

Updated: September 10, 2024

What is Zoom Integration?

The Zoom integration with this CRM allows users to schedule, start, and manage Zoom meetings directly from within the platform. This provides a seamless experience for users, removing the need to switch between different applications and platforms.

 

Once the Zoom integration is set up within the CRM, it is capable of dynamically generating unique Zoom meeting links for each new meeting that is scheduled. This process is automatic when the meeting location in the user availability and calendar settings is set to Zoom.

 

This unique meeting link generation is a significant feature as it provides added security and reduces the chance of unwanted interruptions during your meetings. Each participant gets a different link, making it harder for unauthorized persons to gain access.

 

For instance, if you're scheduling a meeting with a client, once you select Zoom as the meeting location, the CRM will automatically create a new Zoom meeting and embed the unique meeting link within the calendar event. The client will receive an invitation to the meeting with the unique Zoom link. This link is for that single meeting, providing convenience and security for all parties involved.

 

In addition, the Zoom integration enables you to keep track of all these meetings within the CRM. All scheduled Zoom meetings are automatically documented within the platform, making managing your appointments and keeping track of your engagements easier.

 

Integration Prerequisites 

• Any User can start using Zoom Integration for Calendars

• Each User connects their own Zoom account to their Profile, and a unique link is generated with every booking on each Group Calendar(s) the User is assigned to

• Dynamic Zoom links are only available with Round Robin and Collective Calendars.

Integrating the same Zoom Account with Multiple Users

Zoom integration is tied to unique User IDs in the backend, not email addresses. If a Zoom account is connected to a User ID, that same Zoom account can't be connected to a different User ID, even if it's the same email address.

 

This can cause issues for users with different email addresses within the same agency or users needing to connect their Zoom accounts across multiple agencies.

 

In specific scenarios, if a user account is deleted and restored with the help of Support, it could result in two User IDs associated with the same email address. This could lead to further complications as the restored account couldn't reconnect to the original Zoom account due to the new User ID.

 

It's crucial to remember that User IDs and Email addresses are treated as distinct identifiers within the system, underpinning the integration with Zoom. It's essential to consider your User ID as the unique identifier for the integration, not your email address.

 

While this may appear intricate, grasping this differentiation will assist in preventing integration challenges and easing any frustrations.

 

Let's use some examples for a better understanding.

Consider an agency, "ABC Marketing." They have three users:

 

User A with User ID "A001" and email "a@abcmarketing.com"

User B with User ID "B002" and email "b@abcmarketing.com"

User C with User ID "C003" and email "c@abcmarketing.com"

Users want to integrate their Zoom accounts with their respective profiles on the agency's platform.

 

User A connects their Zoom account successfully with the User ID "A001". Suppose, for some reason, User A's Profile is deleted and restored by the client contacting Support. Upon restoration, User A is assigned a new User ID, let's say "A004", while their email remains "a@abcmarketing.com."

 

Here's where the confusion can start. User A tries to reconnect their Zoom account. However, their Zoom account is still tied to the old User ID "A001". Therefore, when they attempt to connect using the new User ID "A004", the system blocks it. This is because, from the system's perspective, the Zoom account is already connected to a different User ID.

 

This is why it's crucial to remember that Zoom integration is linked to the User ID, not the email address. The system treats the User ID as the unique identifier when connecting to Zoom, even if the email address remains the same.

 

On another note, User A cannot integrate their Zoom account into User B's Profile either because the Zoom account is still tied to User ID "A001". So, even though they are within the same agency, they cannot share a Zoom account due to these unique User IDs.

 

Having a clear understanding of this fundamental mechanism can prevent any confusion and simplify the integration process.

 

Steps to Integrate Zoom

1. Navigate to Settings in the menu pane and then click on My Profile.
2. Scroll down until you locate the Calendar Settings section.
3. Select Video Conferencing
4. Click +Add New button
   
   
   
   
5. Click on Connect button to initiate the connection process.
6. You will be prompted to log into your Zoom account.
   
   
   
7. If successfully integrated, the link will now show Disconnect.
   
   

Updating Meeting Location

1. Within My Profile, locate the User Availability section.
2. Locate the Meeting Location setting.
3. Change the current location to Zoom to ensure the correct platform is selected.
4. Click Update Availability to save the changes.