Zoom Integration: Add, Use and Remove the App

AI Engage can create your Zoom meetings for you. Connect your Zoom account once and every booking someone makes on your calendar — and every meeting you schedule by hand — gets its own Zoom join link, sent out with the invite. Nobody has to copy a link around, and no two people ever land in the same room by accident.

This page covers the whole life of that connection: adding it, using it, and removing it.

What the integration does#

Once your Zoom account is connected, AI Engage uses it in two places:

• Booking links. When you build a booking link in the Meeting Calendar and set its location to Zoom, every person who books a slot gets a fresh Zoom meeting of their own.

• Meetings you create yourself. On the meeting form in the Meetings module, picking Zoom under How will you meet? creates the Zoom meeting when you save the record.

Either way the join link is attached to the calendar invite and stored on the meeting record, so it is where you and the other person will look for it.

Prerequisites#

• An AI Engage account you can sign in to, with access to the Meetings module.

• A Zoom account — a free Zoom account is enough to connect. Your Zoom plan is what decides meeting length and participant limits, not AI Engage.

• Permission to authorize apps on that Zoom account. On a business or education Zoom account an administrator can restrict which apps users may add; if yours does, ask them to pre-approve Meeting Calendar first.

• A browser that will let AI Engage open a pop-up window — the sign-in happens in one.

Adding the app#

You add the app by connecting your Zoom account from inside AI Engage. There are two places to start from, and they do exactly the same thing — use whichever you happen to be on. You only need to do this once; every booking link and every meeting afterwards can use the connection.

Option A — from the Meeting Calendar wizard#

Step 1. Open the Platform step. Go to Meetings → Calendar, click New event, and work through to Step 3 of 4 — Platform. (If you are editing a booking link you already have, click Edit on it and jump to Platform.)

Step 2. Select the Zoom tile. Under LOCATION, click Zoom. Until an account is linked the tile reads “Not connected — paste a link”, and a Zoom room link field opens underneath with a Connect button beside it.

The Zoom tile selected before an account is connected. The field underneath is the fallback — a single fixed room everyone reuses.

Step 3. Click Connect. There are two Connect buttons and either will do: the one beside the room-link field, or the one next to Zoom in the CONNECTED ACCOUNTS panel on the right.

The CONNECTED ACCOUNTS panel. This is where you can always see whether Zoom is linked — a Connect button means it is not.

Step 4. Sign in to Zoom. A pop-up window opens on Zoom’s own sign-in page. Enter your Zoom email and password, or use one of the options underneath — SSO, Apple, Google, Facebook or Microsoft — if that is how your Zoom account works.

Zoom’s own sign-in window. AI Engage never sees your Zoom password — you are signing in to Zoom directly.

Step 5. Authorize the app. Zoom then shows an authorization screen for Meeting Calendar, listing exactly what it is asking for — broadly, permission to create and manage meetings on your behalf, and to read enough of your profile to show which account is connected. Read the list, then click Allow. Clicking Decline cancels cleanly and nothing is connected.

Step 6. Done. The pop-up closes by itself. Back in AI Engage, Zoom in the CONNECTED ACCOUNTS panel changes from a Connect button to a ✓ Connected chip, and the Zoom tile stops saying “Not connected — paste a link” and starts saying “Connected — a link per booking”. The room-link field disappears, because you no longer need one.

Option B — from a meeting you are creating#

On the meeting form in the Meetings module, pick Zoom under How will you meet?. If your account is not connected yet the form says so in as many words — “Zoom isn’t connected — the meeting saves without a link” — and offers its own Connect button. It opens the same Zoom sign-in window as Option A, and finishes the same way.

The same connection, reached from the meeting form. Connect here and every booking link you build later is already covered.

Using the app#

On a booking link#

Set a booking link’s location to Zoom on the Platform step and publish it. From then on, each person who books a slot gets their own Zoom meeting, created at the moment they book. The join link goes out with their confirmation and sits on the calendar invite — as the preview panel puts it, it is “sent in the invite and the calendar event”.

A booking link can offer more than one location and let the invitee choose, so Zoom can sit alongside a phone number or an address on the same link. A Group Meeting is the exception: it happens in one place, so it takes exactly one.

On a meeting you create yourself#

Open a meeting record, pick Zoom under How will you meet?, and save. The form tells you what to expect: “Zoom creates the join link for you when you save.” The link is then on the record and on the invite that goes to everyone you listed.

Connecting versus pasting a link#

You do not have to connect Zoom at all. The Zoom room link field on the Platform step takes your permanent personal meeting room instead — something like https://zoom.us/j/1234567890. The field explains the trade-off itself:

Your permanent room link — every booking reuses this same room. Connect Zoom instead and each booking gets its own.

Pasting a link means everyone who ever books lands in the same room. Two bookings back to back, and the second person can walk in on the first. Connecting avoids that, which is why it is the better option in almost every case — and the difference matters most on a Group Meeting, where a single shared room would be reused by every session.

Troubleshooting#

• Nothing happens when I click Connect. Almost always the browser’s pop-up blocker — the flow opens in a pop-up rather than redirecting the page. Allow pop-ups for AI Engage and click again.

• I signed in, but Zoom still shows Connect. Reload the page. If it still shows Connect, you may have closed the pop-up before the authorization finished, or clicked Decline. Run through it again.

• My meeting saved without a Zoom link. Zoom was not connected at the moment you saved — the form warns about exactly this. Connect, then reopen the meeting, re-pick Zoom and save again.

• Everyone is landing in the same Zoom room. Either a room link is pasted in the Zoom room link field, or Use my own Zoom link is switched on. Clear the field or turn the toggle off for a link per booking.

• My organisation signs in to Zoom with SSO. Use the SSO option in Zoom’s sign-in window rather than the email and password fields.

• Zoom says an administrator has to approve the app. Your Zoom account restricts which apps users may add. Ask your Zoom administrator to approve Meeting Calendar for your account, then connect again.

• I connected the wrong Zoom account. Remove the app in Zoom first — see below — then connect again, signing in as the account you actually want.

• The tile says Not connected, but I connected days ago. Check whether the booking link’s host is someone else; the panel reflects the host’s account. If the host is you, the authorization may have been removed on the Zoom side — just connect again.

• The meeting is cut off after 40 minutes. That is your Zoom plan’s limit on group meetings, not anything AI Engage controls.

Removing the app#

You remove the app from Zoom’s side. That is the complete removal: it revokes the authorization at source, so AI Engage cannot create Zoom meetings for you afterwards, whatever else is set up in AI Engage.

Step 1 - Sign in at zoom.us/marketplace with the Zoom account you connected.

Step 2 - Click Manage at the top right.

Step 3 - Under Personal app management in the left-hand menu, click Added apps.

Step 4 - On the Apps in Production tab, find AiEngageCRM in the list.

Step 5 - Click the ••• (three-dot) menu on the right side of that row, then click Remove.

Step 6 - Zoom asks you to confirm, and may ask why you are removing it. Confirm to finish.

Zoom then notifies AI Engage, which drops the stored authorization for your account. Nothing else is needed on the AI Engage side.

What changes after you remove it#

• The Zoom tile goes back to “Not connected — paste a link”, and CONNECTED ACCOUNTS shows a Connect button again.

• New bookings on a link set to Zoom no longer get their own Zoom meeting. Give the link a room link to paste, or switch it to another location, so invitees are not left without one.

• New meetings you save with Zoom picked save without a join link.

• Zoom meetings already created keep working. They live in your Zoom account, not in AI Engage, so invites already sent are unaffected and everyone can still join.

• Nothing in AI Engage is deleted. Your booking links, meeting records, contacts and history all stay exactly as they were, including the join links already stored on past meetings.

• Google Meet, if you also use it, is untouched — the two connections are separate.

Removing one host without affecting the others#

Because each person connects their own Zoom account, removing the app removes your connection only. Colleagues who connected their own accounts are unaffected, and their booking links carry on as before.

Getting help#

If something here does not match what you see, or the connection will not complete after you have worked through the troubleshooting list, contact us at support@aitrillion.com with the booking link or meeting record involved and roughly when it happened.