Setting Up Zoom Meeting Integration

Zoom Meetings Integration Setup

The initial setup must be performed by a user with administrative permissions.

CSC Affiliates have already been set up with their HQ Zoom account information.  All other clients, please contact support once you have a Zoom account and provide us with the login information so that we may complete your setup.

IMPORTANT NOTE: If you are using multiple Zoom accounts, all accounts must exist under one single master account as Gnosis will connect to a Zoom via the API of a single master account.

To set up meetings, you must have the email addresses for your Zoom users entered into the preference for Zoom Account User Email Addresses. 

1. Go to Settings | Preferences & Settings to open the preferences area.
2. Search for the Zoom account-preference by entering zoom in the filer box
3. Click on the ellipses (...) in the organization column for the Zoom Account email list preference to display the entry window
4. Enter the email address(es) of your Zoom account(s), separated with a semicolon into the preference field.  Note: There must be no spaces in the list of email addresses in this field:
5. When complete, press OK and Save & Close. Note: Anyone with Gnosis already open will need to restart to get access to your newly entered Zoom accounts.

Zoom Webinar Setup Option

If one or more of your accounts also has a webinar add-on option, then you will want to also add support for your webinar account(s).  NOTE: If you are using multiple Zoom accounts, all accounts must exist under one single master account as Gnosis will connect to a Zoom via the API of a single master account.

To do this, you must enter the email addresses for your Zoom users into the preference for Zoom Account Webinar Email List. 

1. Go to Settings | Preferences & Settings to open the preferences area.
2. Search for the Zoom account-preference by entering zoom in the filer box
3. Click on the ellipses (...) in the organization column for the Zoom Account Webinar Email List preference to display the entry window
4. Enter the email address(es) of your Zoom account(s), separated with a semicolon into the preference field.  Note: There must be no spaces in the list of email addresses in this field:
5. When complete, press OK and Save & Close. Note: Anyone with Gnosis already open will need to restart to get access to your newly entered Zoom accounts.

 

Setting up Timing Options

Gnosis employs a Zoom management job that runs every few minutes to manage the Zoom meeting bookings and cancellations.  When this job runs, it looks at all of the Zoom instructions you have specified in your events and books or cancels meetings as needed based on the information you have provided and two settings options that modify the timing for Zoom meeting management:

• The number of days in advance to create online meetings in Zoom
• The interval in minutes between Zoom meeting management jobs that do the bookings and cancellations for meetings specified in Event Management.

By changing either of these settings, you can modify how the system interacts with your Zoom meetings accounts specified in the initial setup section above.

We recommend leaving the "Interval minutes" option at 15 minutes or more, but you may wish to set the number of days in advance to book Zoom meetings to a longer period depending on your needs.

When changing this value, please remember that Zoom allows you to set up a maximum of 100 meetings per account per day, so you will not want to specify a period longer than really needed otherwise you may exceed your daily meeting setup quota.

Registrant Communications

When sending Registration Confirmation emails, it can be desirable to disable the standard booking confirmation emails so that recipients don't get confused with two separate emails being received.  This is done in Reference data.  Choose the event category desired and disable the Booking Confirmation email for all events in that category:

You will also want to set up your Zoom Registration Confirmation and Zoom reminder emails in your system.  You will find more details of this in the "Zoom Meeting Based Events" article linked below.

See also: Zoom Meeting Based Events (Released Version)
See also: Using Zoom Meetings in Contact Management
See also: Adding Zoom and In-Person Options for an Event