Zoom Integration Guide

graph8 Calendar’s Zoom integration allows you to seamlessly schedule and manage Zoom meetings through your graph8 scheduling platform. This guide provides step-by-step instructions for adding the graph8 app to Zoom, using its features, and removing the integration if needed. We also cover troubleshooting tips, frequently asked questions, and support information to ensure a smooth experience.

Adding the graph8 Zoom Integration

To connect your Zoom account with graph8 Calendar, follow these steps:

  1. Log into Graph8: Sign in to your graph8 Calendar account. If you don’t have an account, create one on the Graph8 website.

  2. Navigate to Integrations: In your graph8 dashboard, go to Settings > Integrations. Locate the Zoom integration option.

  3. Start Zoom Connection: Click Connect Zoom (or similar). This will redirect you to the Zoom authorization page.

  4. Authorize Graph8 on Zoom: If prompted, sign in to your Zoom account. Zoom will display the permissions that Graph8 is requesting (e.g. the ability to create meetings on your behalf). Click Authorize to grant access.

  5. Confirmation: After authorization, you will be redirected back to Graph8. You should see a confirmation that Zoom is connected (for example, Zoom might be listed under “Connected Apps” or shown as the default video provider in graph8).

  6. Set Zoom as Default (if applicable): In graph8, ensure that Zoom is set as the default meeting location for your events. Graph8 may automatically do this upon connection. If your platform allows multiple video providers, you can select Zoom as the location when creating or editing an event type.

Troubleshooting Adding the App: If you encounter any issues during the above steps (for example, the authorization page doesn’t load or an error occurs), see the Troubleshooting section below for common solutions. Ensure that you click “Allow” on the Zoom permissions prompt, and that you have a stable internet connection. If the Graph8 Zoom app was previously added and you are reconnecting, you might need to remove the prior installation from Zoom (see Removing the App section) and then try again.

Using Graph8 with Zoom (Features & How-To)

Once your Zoom account is connected, Graph8 Calendar will integrate Zoom meetings into your scheduling workflow. Here’s how to use each feature:

  • Automatic Zoom Meeting Creation: When a client or colleague books a meeting via your graph8 scheduling link, a Zoom meeting link is automatically generated. graph8 uses Zoom’s API to create a new Zoom meeting for the scheduled time. You do not need to manually create a Zoom meeting – this happens in the background once a booking is confirmed.

  • Meeting Invite & Calendar Sync: The generated Zoom link is included in the calendar invite and confirmation details. Both you (the host) and the invitee will see the Zoom meeting URL in the confirmation page, email notification, and in any calendar event that is added (e.g., Google or Outlook calendar) through Graph8’s syncing feature. This ensures the meeting appears on your calendar with the correct Zoom details.

  • Joining Zoom Meetings: At the scheduled time, either party can click the Zoom link from the calendar invite or confirmation email to join the meeting. It will open Zoom and allow participants to join the virtual meeting. Standard Zoom functionality (waiting rooms, passwords, etc.) will apply based on your Zoom settings. There is no extra step required in Graph8 to start the Zoom call; simply use the provided link.

  • Rescheduling or Cancelling Meetings: If a meeting scheduled via Graph8 needs to be rescheduled or canceled, you can do so from the Graph8 interface. When you reschedule a meeting in Graph8, the Zoom meeting is updated accordingly (the link remains the same, but the time is changed in Zoom). If you cancel a meeting in Graph8, Graph8 will optionally delete the Zoom meeting or notify participants of cancellation. Always confirm the behavior in your Graph8 settings; typically, the Zoom meeting will be canceled to avoid orphan meetings. Changes made via Graph8 will sync to your integrated calendars and send updated invites as needed.

  • Multiple Event Types and Zoom: Graph8 allows you to set different event types (meeting lengths, purposes, etc.). You can configure each event type to use Zoom as the location. For example, you might have a “30-minute Consultation” event type that is always conducted via Zoom. Ensure that Zoom is selected as the video location when setting up each event type. After integration, Zoom is often the default location for all event types unless changed.

  • Prerequisites: The Zoom integration will use your Zoom account to create meetings, so you must have an active Zoom account (a free Zoom plan is sufficient for basic functionality). Ensure that the Graph8 app has the necessary permissions on Zoom (it typically needs permission to “View and manage your meetings” on Zoom). Graph8 will prompt for the correct scopes during the authorization step. No additional subscription is required on Graph8 to use the Zoom integration (aside from any Graph8 plan requirements, if applicable).

Removing the graph8 Zoom Integration

If you need to remove (deauthorize) the Graph8 Calendar app from your Zoom account, you have two options. You can remove it via the Zoom Marketplace, or you can disconnect it from within the Graph8 application. Both methods are outlined below.

Option 1: Remove via Zoom Marketplace (Standard Zoom Removal)
Follow these steps to remove the Graph8 integration using Zoom’s standard process:

  1. Sign in to Zoom Marketplace: Go to the Zoom App Marketplace website (https://marketplace.zoom.us) and log in with your Zoom credentials.

  2. Navigate to Added Apps: Click your profile icon (top right corner) and select Manage. In the management page, click on Added Apps in the left sidebar. This will list all apps you have installed on your Zoom account.

  3. Find Graph8 Calendar: Scroll through the list or use search to find Graph8 Calendar (the name of the app as listed). Click on the Graph8 app to view details.

  4. Remove the App: Click the Remove button for the Graph8 app. If prompted, you may select a reason for removal from the dropdown (this is optional).

  5. Confirm Removal: Confirm the action by clicking Remove in the confirmation dialog. The graph8 app will be removed from your Zoom account. Zoom will revoke graph8’s access to your Zoom data.

After performing these steps, the graph8 integration will no longer have access to your Zoom account. Any future meetings scheduled via graph8 will not create Zoom links (unless you reconnect the app).

Option 2: Disconnect via graph8 Settings
You can also initiate removal from the Graph8 side:

  1. Open Graph8 Integrations Settings: Log in to your Graph8 account and go to Calendar > Settings > Integrations (or a similarly named section where connected apps are listed).

  2. Disconnect Zoom: In the list of connected apps, find Zoom and click Disconnect or Remove Integration. Graph8 may prompt you to confirm.

  3. Revocation: Upon confirming, Graph8 will disconnect from Zoom. This action typically triggers an automatic deauthorization on Zoom’s side as well. Graph8 will invalidate the OAuth tokens and stop creating Zoom meetings for new events.

Implications of Removal: Removing the Graph8 app does not delete any existing Zoom meetings that were already scheduled. Those meetings (and their Zoom links) will remain valid in Zoom, and you can still conduct them. However, going forward, new bookings through Graph8 will not include a Zoom meeting link unless you reconnect the integration. Graph8 does not retain your Zoom data after disconnection; any tokens or cached Zoom information are discarded when you remove the integration. Essentially, your Graph8 account will treat Zoom as no longer connected, and you’d have to go through the authorization process again to re-enable it in the future.

Troubleshooting

Having trouble with the Graph8 Zoom integration? Here are solutions to common issues:

  • Unable to Connect Zoom (Authorization Issues): If the Zoom authorization fails or you get an error during the “Connect Zoom” step, ensure that you are using the correct Zoom credentials. Only Zoom account owners or users with the permission to install apps can authorize the Graph8 app. If your Zoom account is managed by an organization, app installations might need admin approval. In that case, contact your Zoom admin to approve the Graph8 app. Also, check that your internet connection is stable and try again. If the problem persists, try removing any partially added Graph8 app from your Zoom Added Apps page and then re-initiate the connection.

  • Zoom Option Not Showing in Graph8: After successful integration, Graph8 should show Zoom as a location option when scheduling. If Zoom isn’t appearing as an option for meetings, double-check that the integration is listed as connected in Graph8 Settings. If not, try reconnecting (see Adding the App steps). Ensure you clicked “Authorize” on the Zoom prompt. If you did authorize but it’s still not showing, log out and log back in to Graph8 to refresh your session.

  • Zoom Link Not Added to Event: If a Zoom meeting isn’t being generated when a booking is made, there could be a temporary issue with Zoom’s API or graph8’s connection. First, verify that your Zoom integration is still connected (tokens can expire or be invalidated). If needed, disconnect and reconnect Zoom. Check if the event was created despite the missing link; if so, you may manually add a Zoom link as a fallback. This issue can also occur if the Zoom app’s permission scope was limited – ensure graph8 has the meeting:write permission on Zoom to create meetings. graph8 typically requires only the meeting creation scope, so no additional scopes should be needed.

  • Auto-Recording or Other Zoom Settings Not Applying: graph8 will create Zoom meetings with default settings. If you have specific Zoom settings (like automatic recording or waiting rooms) and notice they aren’t enabled for meetings scheduled via Graph8, it may be due to how the Zoom API creates meetings. Ensure those settings are configured in your Zoom account’s default meeting settings. If a particular setting isn’t carrying over, it might be a limitation of Zoom’s API or the integration. As a workaround, you can manually adjust the meeting in Zoom after it’s created. (For example, if Auto Recording is enabled in your Zoom profile, meetings created by Graph8 should honor it, but if not, you may need to update Graph8’s integration settings or upgrade to a later version if available).

  • Meetings Not Syncing to External Calendar: Graph8 is designed to sync scheduled meetings to your connected calendars (Google, Office 365, etc.). If a Zoom meeting booked through Graph8 doesn’t appear on your external calendar, check that your calendar integration (Google/Outlook) is properly connected in Graph8. Also, ensure the calendar sync toggle for that calendar is on. If the Graph8 booking is on your calendar but missing the Zoom link, you might need to refresh your calendar view or check the event details (the Zoom link often appears in the location field or description). If issues persist, try re-integrating the calendar service.

  • Client/Invitee Didn’t Receive Confirmation Email: Graph8 usually sends a confirmation email to the invitee with the meeting details (including the Zoom link). If invitees report not receiving it, have them check their spam/junk folder. Ensure that your Notifications settings in Graph8 are enabled for sending confirmation emails. If the issue continues, it could be an email deliverability problem – consider contacting Graph8 support.

  • Other Issues: For any other problems (error messages, integration timeouts, etc.), consult Graph8’s support resources or contact our support team. Often, logging out and back in, or removing and re-adding the Zoom integration, resolves transient issues. Remember that both Zoom and Graph8 services need to be operational for the integration to work; you can check Zoom’s service status if you suspect outages on Zoom’s end.

FAQ (Frequently Asked Questions)

Q: Do I need a paid Zoom account to use graph8’s Zoom integration?
A: No, a free Zoom account works with the Graph8 integration. Graph8 will create basic Zoom meetings if your account is free (40-minute limit may apply for group calls per Zoom’s policies). However, ensure your Zoom account is verified and can install apps from the Marketplace.

Q: Will my invitees need to have a graph8 or Zoom account?
A: Invitees do not need a Graph8 account – they only use the booking link you provide to pick a time. For the Zoom meeting itself, invitees can join as guests via the Zoom link; they don’t need a Zoom account (though Zoom might prompt them to download the client). The integration is on the host side (your side) to automate scheduling.

Q: What data does graph8 access from my Zoom account?
A: graph8’s Zoom app accesses only what is necessary to create and manage meetings. Typically, this is limited to meeting scheduling (creating and possibly reading meetings). Graph8 does not download or store your meeting content or recordings. It also does not access personal Zoom settings beyond what’s needed for scheduling. Refer to Graph8’s privacy policy for details on data handling.

Q: How is my data handled when I remove the integration?
A: When you remove graph8’s Zoom integration, Graph8 no longer has access to your Zoom account. Any OAuth tokens or stored meeting information specific to Zoom are securely deleted on Graph8’s side. Past calendar events that were created (with Zoom links) remain on your calendar and in Zoom, but Graph8 cannot access them anymore. If needed, you can manually delete or modify those meetings in Zoom directly.

Q: Does Graph8 support other video conferencing providers?
A: Yes, aside from Zoom, Graph8 Calendar may support other video platforms (such as Google Meet, Microsoft Teams, etc.) through similar integrations. Zoom is just one option. You can choose your preferred provider in the Graph8 settings. If multiple video integrations are connected, you typically select one per event type or per booking.

Q: My Zoom meetings created by graph8 are not using my Personal Meeting ID (PMI).
A: By default, Graph8 will create unique Zoom meeting IDs for each scheduled event. This is generally recommended for security and to avoid overlap. If you prefer to use your PMI for all meetings, check your Zoom app settings – some integrations allow using PMI if configured. If Graph8 doesn’t have an option for PMI, you would need to manually update meetings in Zoom after creation (not ideal), so it’s recommended to stick with auto-generated IDs.

Q: Will Graph8-created Zoom meetings appear in my Zoom upcoming meetings list?
A: Yes. Any meeting graph8 schedules via Zoom’s API will appear in your Zoom account (Zoom web portal or Zoom app) under upcoming meetings, just as if you scheduled it through Zoom directly. You can edit or cancel those meetings from Zoom as well, but it’s advised to manage changes through Graph8 to keep everything in sync.

Q: I authorized graph8 but it’s not working correctly – is there support available?
A: Absolutely. See the Contact Support section below for how to get help. Issues could be due to misconfiguration or a temporary outage, and our support team can assist in diagnosing the problem.

Contact Support

We are committed to providing prompt support for all Graph8 users. If you encounter issues or have questions not covered in this guide, please reach out to our support team:

  • Support Hours: Our support team is available Monday through Friday, 9 AM – 6 PM (U.S. Eastern Time). We strive to address all inquiries as quickly as possible, including outside these hours for urgent issues.

  • First Response SLA: We guarantee an initial response within 1 business day. In practice, most queries receive a reply within a few hours during our support hours.

  • Support Channels:

    • Email: Send us a message at support@graph8.com. Please include as much detail as possible about your issue (screenshots, error messages, and the email associated with your Graph8 account can be helpful).

    • Web Support Page: Visit our support portal at help.graph8.com to search our knowledge base or open a support ticket.

    • Phone Support: You can reach us by phone at +1 218-316-3743

  • Zoom Integration Specific Support: When contacting us about the Zoom integration, let us know it’s regarding graph8’s Zoom app. If the issue is on Zoom’s side (for example, a Zoom service outage), we will inform you and guide next steps. For any graph8-side issues, we’ll work with you until it’s resolved.

We aim to deliver a positive experience and will do our best to resolve any problems, ensuring your scheduling continues to run smoothly.