Configuring Zoom Integration

Overview

What is the Zoom Integration in OnBoard?

The Zoom integration in OnBoard allows authorized users to connect Zoom accounts directly to OnBoard. Once connected, users can create, schedule, launch, and manage Zoom meetings from within OnBoard without switching between applications.

This integration streamlines virtual meeting management and provides a seamless experience for board members, administrators, and meeting participants.

User Permissions for Zoom Integration

Who Can Connect Zoom Accounts to OnBoard?

Different user roles have different permissions for connecting Zoom accounts.

Organization Administrators

Organization Administrators can:

Connect Zoom accounts at the organization level.
Manage linked Zoom accounts in Organization Settings.
Remove Zoom accounts from the organization.

Meeting Administrators

Meeting Administrators include:

Organization Administrators
Meeting Creators
Meeting Members with Meeting Admin permissions

Meeting Administrators can:

Link their Zoom accounts within individual meetings.
Create and manage Zoom meetings associated with those meetings.

NOTE: Organization Members and Creators who are not Organization Administrators cannot access Organization Settings and cannot remove linked Zoom accounts.

Connect a Zoom Account in Organization Settings

How Do I Connect a Zoom Account to OnBoard?

To connect a Zoom account to your OnBoard organization:

Navigate to Settings.
Select the Feature tab.
- Scroll to the Zoom Account section.
Select Connect Zoom Account.

You will be redirected to the Zoom sign-in page.
Enter your Zoom credentials.
Select Sign In.

Select the checkbox for Allow this app to use my shared access permissions.
Select Allow to authorize OnBoard's access to your Zoom account.

Your Zoom account is now connected to OnBoard.

Verify Recommended Zoom Account Settings

What Zoom Settings Should be Configured Before Using the Integration?

Before creating Zoom meetings through OnBoard, verify that the Zoom administrator account uses the following settings.

Setting	Recommended Value
Join before host	ON
Use Personal Meeting ID (PMI) when scheduling a meeting	OFF
Use Personal Meeting ID (PMI) when starting an instant meeting	OFF

What Optional Zoom Setting is Recommended?

The following setting is optional but recommended:

Setting	Recommended Value
Embed Passcode in invite link for one-click join	ON

Enabling this setting allows participants to join directly from the meeting link without manually entering a passcode.

Resolve Zoom Authorization Errors

What Does "You cannot authorize this app" Mean?

If Zoom displays the message "You cannot authorize this app", your Zoom account likely requires approval from your organization's Zoom Administrator before third-party applications can be connected.

How Do I Request Zoom Pre-Approval?

To request approval:

Select Request Pre-Approval.

Zoom sends an email notification to your Zoom Administrator.
Wait for the administrator to approve the request.
After approval, Zoom sends you a confirmation email.

Once approved, you can complete the setup using one of the methods below.

How Do I Finish the Integration After Approval?

After receiving Zoom approval, complete the integration by:

Returning to OnBoard.
Navigating to Settings > Feature > Zoom Account.
Selecting Connect Zoom Account again.
Following the standard connection process.

The authorization should now complete successfully.

How Do I Complete Setup From the Zoom Approval Email?

You can also complete setup directly from the Zoom authorization email.

Open the approval email from Zoom.
Select the provided authorization link.
If needed, sign in to Zoom.
Select Sign In To Install.
Select Visit Site to Install.
You will be redirected back to OnBoard.
Choose the organization you want to connect.
Complete the installation.

Your Zoom integration is now ready to use.

For information on how to create new Zoom Meetings from inside OnBoard, be sure to check out this article: Creating a Zoom Meeting from OnBoard.

Remove a Zoom Account from OnBoard

How Do I Disconnect a Zoom Account?

Organization Administrators can remove a connected Zoom account from OnBoard.

To disconnect a Zoom account:

Navigate to Settings.
Select the Feature tab.
Scroll to the Zoom Account section.
Locate the connected account.
Select Remove.

The Zoom account is immediately disconnected from the organization.

NOTE: Only Organization Administrators can remove linked Zoom accounts.

Supported Use Cases

What Can I Do With the Zoom Integration?

The Zoom integration supports several meeting management workflows.

You can:

Create and schedule Zoom meetings directly from OnBoard.
Launch Zoom meetings with one click from an OnBoard meeting.
Access OnBoard meeting content while participating in a Zoom meeting.
Reduce the need to switch between multiple applications during meetings.

Requirements

What Do I Need Before Using the Zoom Integration?

Before using the Zoom integration, ensure that you have:

A Zoom account.
Permission to connect Zoom applications, if required by your organization.

NOTE: Free (Basic) Zoom accounts are supported but may be subject to Zoom's meeting duration limits.

Contact Support

How Do I Get Help with the Zoom Integration?

If you experience issues with the Zoom integration, contact the OnBoard Support Team.

Support Availability

Standard Support Hours:
- Monday through Friday
- 8:00 AM to 8:00 PM Eastern Time
Response Expectations:
- Urgent requests: Typically within one hour during business hours
- Standard requests: Typically by the next business day
Emergency Technical Support:
- Available 24 hours a day
- Available 365 days a year

Contact Methods

Help Center: https://help.passageways.com/hc/en-us/requests/new
Email: help@passageways.com
Phone: 765-535-1880 (Option 1)

Additional Resources

Knowledge Base: https://help.passageways.com

FAQs

Can I have more than one Zoom account linked to OnBoard?

OnBoard does allow multiple Zoom accounts to be linked for easier remote meeting management.

Who can link Zoom accounts to OnBoard?

Organization Admins can manage Zoom accounts in the Organization Feature Settings. Any Meeting Admin (include Organization Admins, Creators, and Members) can link their Zoom accounts within a meeting.

Can the Zoom link be used outside of OnBoard?

Yes. This functions exactly like a standard Zoom meeting and can be used but individuals without an OnBoard account.

Can I hold multiple meetings at the same time using a single Zoom account?

No, a single Zoom account cannot host simultaneous meetings. However, you can link multiple Zoom accounts to your OnBoard organization, allowing different meetings to run concurrently using different accounts.

Can I have more than One OnBoard Org linked to a single Zoom account?

Yes. Zoom accounts can linked to more than one OnBoard organization. Please note that scheduling simultaneous Zoom meetings using the same account across multiple OnBoard organizations may cause issues.

What happens to the zoom meeting when I edit the meeting in OnBoard?

OnBoard will update the Zoom meeting when the meeting name, password, or date/time is updated. However, there is a 10 minute delay between when the change is made in OnBoard and when they're reflected in Zoom.

Will I have access to the Zoom Host controls while viewing the meeting inside OnBoard?

No. If you wish to have any Host controls such as the ability to record the meeting or mute/remove attendees, you must join the Zoom meeting from Zoom.

Do you need to have a Zoom account to attend a Zoom meeting through OnBoard?

No. If you open a Zoom meeting in OnBoard and do not have a Zoom account you can still attend the meeting and OnBoard just like a standard Zoom meeting.

Do I have to have a paid account to use Zoom in OnBoard?

No. Free (Basic) Zoom level accounts will still function with this integration but have meeting duration limitations. You will not need a Zoom Account at all to join the meetings. Only one to link and generate meetings with.