What is Zoom?
Zoom is a tool for remote meetings enabling instructors and learners to interact in a virtual meeting environment. A common solution for Virtual Instructor Led Training (VILT), Zoom is rapidly growing in popularity for teaching across geographic locations due to the ease of use and quality provided by the platform.
What is the Zoom integration?
The Zoom integration leverages Administrate's Add-ons system, which allows a user to click a button in the TMS and "push" event, sessions, students, and other details to an external system.
With Zoom, this integration automates setting up Zoom events using existing information in the Administrate TMS.
- You will need a Pro account or higher with Zoom.
- With a user that has the Owner or Administrator role, log into Zoom's App Marketplace then select Develop»Build App in the menu bar.
- Under the JWT app type (upper left option) select Create and give the app a name, something like "Administrate Integration" (the naming will not affect the integration).
- Enter details for the app you are going to create in the form - fill in your name, email address, and other required details - then Continue.
- You'll now be on the App Credentials step. Take note of the API key and API Secret displayed here, you'll need to provide this to Administrate to complete the integration
- Click through the next couple of steps to complete activation of this new app in your Zoom account.
Administrate TMS Configuration
If you are ready to turn on the Zoom integration, simply contact Support or your Account Manager. They will enable the integration for you, and will ask the Zoom API keys credentials above, and the Administrate API credentials you will use. When this is done, you will notice a new option when creating and editing events as well as a new button under the "Add-ons" menu in the Events screen called "Sync with Zoom".
Using the Integration
Creating a new event with Zoom
- Create your Event.
- During event creation you will notice a new option which will allow you to indicate that this event will include a virtual classroom. Note, the virtual classroom will not be created until you have added an instructor.
- Add the relevant Administrators and Instructors. The first Administrator added will be the primary host for the meeting. All additional Administrators and Instructors with a Zoom login under the same customer's Zoom account will be added as co-hosts. If no Administrators are added, the Primary Instructor will be the Host, and additional instructors will be Co-Hosts.
- View the event and you will see the Zoom URL that has been created.
- Remember, your Administrator / Primary Instructor must have a zoom account with your organization.
Adding Zoom to an existing event
If you want to add Zoom to an event which has already been created, simply edit the event and follow the steps above. If you have already added administrators or primary instructors to the event, then the Zoom meeting will be created as soon as you finish editing the event.
Removing Zoom from an event
If you want to remove the Zoom URL from an event, simply edit the event and select “none” in the Virtual Classroom section.
Sharing the Zoom meeting details with learners
Meeting information within the LMS
Learners will be able to see the link to the meeting within the LMS. An example of this is shown below.
Letting learners know via email
You can also choose to inform learners via email using a communication template.
Create a communication template
- First create a communication template by following this guide.
- Click on the “Add Merge Field” button in the editor toolbar and select Event->Remote Meeting URL
- Add other fields to build out your template. For example, the title of the event or the start and end times.
- Add an iCal Email Attachment so students can get a link on their calendar. Note that both "iCal - Whole Event" and "iCal - Session Schedule" include the link:
What should I check if I encounter an error when syncing?
- Your event needs to be either Classroom or Blended learning mode - it cannot be the Self Paced (LMS) learning mode - this is because the Zoom integration is a virtual classroom solution and the Zoom meeting needs an event date and time. Self Paced (LMS) events do not have sessions so there is no classroom date and time for the event.
- Check to see if the number of students on the Event in Administrate exceeds your Zoom meeting size limit.
- Make sure that at least one of the Administrators or the Primary Instructor Instructor has a Zoom account with the same email address as the email address on their contact record.
- The Zoom account connected must be at least a paid plan in order for the integration to work. Check your account and look for the account type.
Why does the meeting say "Recurring" in Zoom?
Recurring meetings in Zoom mean that the same Meeting ID can be used multiple times. This is defaulted on all meetings generated by the integration, as it offers greater flexibility across different event types and schedules and more convenience for presenters opening the meeting.
How do I set my Zoom meeting's host after changing event personnel?
When you create a Zoom meeting for an event, your event's Primary Administrator is set as the host for the Zoom meeting. If there is no Primary Administrator on that event, the event's Primary Instructor is set as the host. The other Administrators and Instructors on the event at the time the Zoom meeting was created will be added as co-hosts.
A Zoom meeting can't start without one of the hosts or co-hosts signing in for that meeting. If you change the event's personnel and none of the original hosts/co-hosts will be attending the Zoom meeting then you'll need to regenerate the Zoom meeting on that event once you've assigned your new Primary Administrator or Primary Instructor on the event. This will create a new Zoom meeting using that Primary Administrator or Primary Instructor as the meeting host.
Can I enable a password requirement for my Zoom meetings?
Yes, and we recommend using these security settings to protect the privacy of your classroom environment.
Your Zoom account administrator can enable password settings in your Zoom account. For the password requirement to work with the Administrate integration, you need to switch on random password generation for instant meetings and automated embedding the password in the join meeting link - here's a screenshot of these two settings:
When these settings are enabled on your Zoom account, any Zoom meetings you generate using the 'Sync with Zoom' integration button on your events will require a password to join the Zoom meeting and will include an encrypted password embedded in the join meeting link. You can share the join meeting link with your event personnel and delegates for them to join directly without being asked to enter the password.
The Zoom meeting host can view the unencrypted meeting password by signing into their Zoom account and viewing the meeting details.