Integrate your Web Courses with Zoom
Steps to integrate your Course data with Zoom
- 1 👥Who the Zoom Integration is for
- 2 How the Zoom Integration helps
- 3 🎯What benefits will I gain from integrating?
- 4 Is the Zoom integration worth it for my business?
- 5 🧩What do I need to use this integration?
- 6 Watch our 5-part video series
- 7 1. Prerequisites & planning
- 8 2. Set up the integration
- 9 3. Testing your integration
- 10 4. Using the integration
- 11 5. Monitoring & pausing the integration
- 12 FAQs
Please note
accessplanit’s Zoom integration is an additional, chargeable module. Please speak to your Customer Success Manager to see if this is already included within your accessplanit package or to find out more information!
Related Help Guide Pages
Learn how you can integrate your Web Courses between accessplanit and Zoom to automate your meeting scheduling!
Looking to streamline how you run Web Courses? The Zoom integration connects your accessplanit platform with Zoom meetings, making it quicker and easier to schedule and manage your web-based Courses!
With this integration, you can automatically create Zoom meetings when scheduling, and the joining links will be pulled straight back into your platform, stored directly on the Course. You can even track meeting attendance, automatically marking attendees as ‘Completed’ if they turn up.
It’s a great way to save time, reduce errors, and deliver a smoother experience for both your team and your Delegates.
This guide will walk you through how accessplanit’s integration with Zoom works, and how to set up the integration step by step.
👥Who the Zoom Integration is for
This module is ideal if you are currently:
Manually creating Zoom meetings for every Web Course
Copying and pasting Zoom joining links into your platform or emails
Worried about sending incorrect or missing joining details
Manually tracking Delegate attendance after each session
Spending time updating both your platform and Zoom when Course details change
Without automation, running Web Courses can become repetitive, time-consuming, and prone to errors, especially as you scale.
How the Zoom Integration helps
1. Automate webinar setup for every Course
Automatically create Zoom meetings when scheduling your Web Courses. This removes the need for manual setup and makes sure every course is ready to go with the correct joining details with minimal effort!
2. Manage joining links without manual effort
Have Delegate and Trainer joining links pulled directly into your platform, so the right information is always stored, accessible, and ready to share, without copying and pasting.
3. Track attendance and automate completion
Automatically recognise when Delegates attend your webinars and mark them as ‘Completed’. Keep your records up to date and trigger follow-on actions (like surveys or certificates) with confidence.
4. Keep course details synchronised across systems
When Course details change (such as date, time, or name), these updates are automatically reflected in Zoom. This consistency avoids mismatches and confusion!
🎯What benefits will I gain from integrating?
With the Zoom integration, you will:
Eliminate manual webinar setup
Automatically create Zoom meetings and manage joining details without repetitive adminSave time across course administration
Reduce time spent setting up, updating, and managing Web CoursesImprove accuracy and reduce errors
Ensure joining links and course details are always correct and up to dateAutomate attendance tracking and follow-up actions
Keep completion statuses accurate and trigger post-course workflows reliablyDeliver a smoother experience for your team and delegates
Remove friction from the booking, joining, and attendance processScale your Web Course delivery with confidence
Standardise your approach so every course is set up consistently, no matter the volume
Before integrating with Zoom | After integrating with Zoom |
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Is the Zoom integration worth it for my business?
Without the integration, managing virtual courses can involve a significant amount of manual administration for every Course you run. This often includes creating the Teams meeting, copying and pasting joining links into the platform for Delegates and Trainers, manually sharing joining details via email, reviewing attendance reports after the Course, updating Delegate statuses in accessplanit, and responding to queries about missing or incorrect links.
On average, the integration saves around 45 minutes per Course by replacing these manual activities:
Creating the Zoom meeting – approximately 10 minutes
Copying and pasting joining links into the platform – approximately 5 minutes
Manually sending invites / joining details to Delegates and Trainers – approximately 5 minutes
Reviewing attendance reports and updating Delegate statuses post-Course – approximately 15 minutes
Handling incorrect or missing joining link queries – not applicable to all Courses, averages to 10 minutes per Course
The Zoom integration automates these processes for you, helping to reduce administration time, improve accuracy, and create a smoother experience for both your team and your learners.
🧩What do I need to use this integration?
To use the Zoom integration, you will need to be delivering your Web Courses using Zoom .
You’ll also need a Zoom’s Pro & Business plans, where each trainer has a licensed user account within your organisation’s Zoom account. The integration will not work for external trainers.
Watch our 5-part video series
1. Prerequisites & planning
Before you start configuring your integration, we recommend that you have a check over the following prerequisite and planning items first!
The following steps should be followed:
Decide your configurations
Purchase the module with accessplanit
1.1. Decide your configurations
Review the below options to decide how you would your integration between accessplanit and Zoom to work
Mark attendees as ‘Completed’
You can choose to have the integration automatically update your Delegates’ status from ‘Booked’ to ‘Completed’ if they attend your Course via Zoom.
This feature can be a big time-saver and helps trigger useful post-course actions, such as sending out surveys or certificates.
However, if you prefer to have full control over marking attendance manually, you may wish to keep this setting turned off.
How does it work?
If a user joins the Zoom meeting while logged in, the integration will have access to their full name and email address. The email address will match to the user if they are part of your Zoom domain.
If the Delegate is not within your Zoom domain, the integration looks at the Delegate’s name to match them and mark them as ‘completed’. It will only match based on exact names in accessplanit & in Zoom, so it’s essential delegates use the same name in the Zoom meeting for this to work as expected.
Only Delegates with the status of ‘Booked’ will be updated automatically.
Anyone with the status ‘Cancelled,’ ‘Provisional,’ or ‘Waiting List’ will be excluded from automatic updates.
The attendance update takes place after the Course end date has passed. Completion is calculated based on the total duration of the Course and the minimum attendance percentage defined within your Zoom integration settings.
For example, if your Zoom integration is configured to require a minimum attendance of 50% for Delegates to be marked as Completed, a Delegate attending a 2-hour Course will be automatically marked as Completed if they attend for more than 1 hour, and this update will happen once the Course end date has passed.
Please note
Attendance updates are not instant, Zoom can take up to an hour to generate the attendance report after the meeting has ended. The integration checks for updates every 15 minutes, and your accessplanit platform will update as soon as the report becomes available.
1.2. Purchase the module with accessplanit
If you haven’t already purchased the Zoom integration, get in touch with your accessplanit CSM to add this to your package!
2. Set up the integration
In this step you will set up your integration between accessplanit and Zoom.
There are four steps to get your integration built:
Ensure you are logged into Zoom as the main account holder
Set up the application within Zoom
Generate an API Key for accessplanit
Set up the integration
2.1. Log into your Account Holder Zoom account
Before you begin your set-up, make sure you are logged into Zoom with the right account.
2.2. Set up the app
The first step of set-up is to configure the app for the integration within Zoom Marketplace
Open Zoom Marketplace
Click the ‘Develop’ option and select ‘Build App’
Select the option ‘General App’
Please note
If you are not able to make a selection in this pop-up window, you will need to log back into Zoom with your main account holder account.
From the ‘Select how the app is managed' option select 'User Managed’
From the ‘App Credentials’ section, take a note of your ‘Client ID’ and ‘Client Secret’ (you’ll need these shortly!)
Set the 'OAuth Redirect URL' option to https://oauth2.eu-west-2.prismatic.io/callback
Click Continue until you get to the ‘Surface’ options
In the ‘Select where to use your app’ option, select ‘Meetings’
Continue to the Scopes page
Click ‘Add Scopes’
Add the following 10 scopes
Please take your time when selecting these scopes to make sure you choose the right ones
Meetings | |
meeting:write:meeting | Create a meeting for a user |
meeting:delete:meeting | Delete a meeting |
meeting:update:meeting | Update a meeting |
meeting:read:meeting | View a meeting |
meeting:read:registrant | View a meeting's registrant |
meeting:read:list_registrants | View a meeting's registrants |
meeting:read:past_meeting | View a past meeting |
meeting:read:list_past_participants | View a past meeting's participants |
User | |
user:delete:user | Delete a user |
user:update:user | Update a user |
Please note
If you cannot find a particular scope, try searching for it’s scope code instead of it’s label, e.g. ‘user:update:user’ instead of ‘Update a user’
Finally, open the ‘Local Test’ menu option and click the ‘Add App Now’ button
You will then be directed to approve the app!
If you see an “Authorization failed” message do not worry, the integration should now be connected successfully, please move onto the next step.
2.3. Generate your accessplanit API key
Next, you’ll generate an API key in your accessplanit platform to connect your data
Open your accessplanit platform
Open the ‘Administration’ menu from the Profile options at the top-right of your platform
Open the ‘API Keys’ menu option to access the page where you can create a new API Key for this integration
Please note
The option to generate API keys is not available to all Admins, please get in touch with a member of the Support Team if you are unable to access this option
Click the green ‘Add API Key’ button
Provide your API Key with a name, e.g. ‘Zoom’
Copy the provided API Key and save it somewhere secure
Set your API key to be ‘Enabled’
Read more about API Keys
If you would like to know more about API Keys, and the other options available (such as the Expiration Date) please see our dedicated guide: API v2 - Developer Resources | Authorisation using API Keys
Click the ‘Save’ button at the top of the page to create your API Key
2.4. Configure the integration
The final set-up step is to configure the integration with your preferences and set it live!
Before configuring your integration, please get in touch with a member of support team via our Support Portal, they will make sure the integration is available to you to set-up.
Once it is available, make sure you have ready:
Your accessplanit API Key
You are actively logged into your admin Zoom account
Open your accessplanit platform
Open the ‘Administration’ menu from the Profile options at the top-right of your platform
Open the ‘Integrations’ menu option to access the page where you can set up integrations
Please note
The 'Integrations' Administration option is available to Super Admins only, please get in touch with a member of the Support Team if you are unable to access this option.
Find the Zoom integration option and click on it
Click to configure your integration
If the integration has already been established, instead ‘View’ the integration and then click the ‘Reconfigure’ optionIf you do not have a ‘Configure’ or ‘View’ button available, please get in touch with your Customer Success Manager as this means the integration has not yet been enabled.
Within the ‘Initial Configuration’ step you can change the name of the integration (optional)
Proceed to the next step called ‘Configuration’ by pressing the next button
In the 'Connections' step, complete the following actions for the Zoom Connection using the information you collated in 2.2:
a. Enter your platform URL eg yourplatformname.accessplanit.com/accessplan
b. Enter the API Key that was created for the integration
9. Scroll down to complete the Zoom Connection OAuth. Click the ‘Connect’ button to be redirected to Zoom where you should log in with the account you wish to integrate with accessplanit.
If you will have multiple trainers with their different Zoom accounts logging in, you must use the account that has access/visibility over these user accounts.
When you have reviewed the permission information, click allow. If successful, you will then see the confirmation that authorisation is complete and you can return back to your accessplanit platform.
Click ‘Next’ to navigate to the ‘Settings’ page within the configuration window.
In the ‘Settings’ step, complete the following actions:
Select the status that a Delegate will be updated to upon course completion
Define the Default Start Time for any course where a time zone is not assigned to a Course
Select the minimum duration a Delegate needs to be present to be considered completed
Use the drop-down to choose if the status of a Delegate should be updated automatically
Press ‘Finish’ to complete the setup for the integration.
3. Testing your integration
In this step, you will test the integration between accessplanit & Zoom.
It’s important to note that the trainer that will be teaching the course is setup in accessplanit with the email that matches the Zoom account they will be using.
Sync a Course from accessplanit to Zoom
Please follow the below steps to test the integration successfully syncs a Web Course from to Zoom, and stores the joining information against the Course.
Create a Test Web Course
Open the Web Courses DataGrid
Click the ‘Add Web Course’ button
Schedule a new Course, make sure you make it clear that this is not a real Course
Enter an alias that indicates the Course is for testing
Make sure the Course isn’t advertised
Select the trainer that will be delivering the course
This is very important - the trainer must have an email address that is a part of your Zoom network aka a user with a zoom licence.Select 'Zoom' as the ‘Online Platform’
Click ‘Save’ at the top of the page
Reload the ‘Details’ page by reopening it from the Web Course management menu on the left
Scroll back down to the Online Platform options, you should now see the joining links have been added for Trainers & Delegates
Please repeat step 6 if they haven’t appeared yet! If the joining links haven’t appeared within a couple of minutes there is an issue with the integration.
Delete your test Course (optional)
If you will not be testing the sync of completed Delegates from Zoom to accessplanit, you can now delete this Course.
Sync Delegates from Zoom to accessplanit
Please follow the below steps to test the integration successfully syncs completed Delegates from Zoom to accessplanit.
Add Delegates to the Course
Open the ‘Delegates’ page for this Course
Add yourself as a Delegate to the Course
Join the meeting as a Delegate
Copy the Online Platform Delegate Join Url and paste into a new browser tab to check that you are able to join the meeting as a Delegate. We would recommend testing this without logging into a Zoom account.
If you have set up the integration to mark Delegates as completed, make sure that you add a Delegate to the course, attend with the same credentials and stay for the required time (e.g. 50% of the course length). You can then review the Course & make sure that the Delegate’s status has updated.
Join the meeting as a Trainer
Copy the Online Platform Trainer Join Url and paste it into a new browser tab and log in as the Trainer assigned to the Course. This is to check that you are able to join the meeting as a Trainer and have the meeting controls of the meeting.
If the testing process is completed in your Sandbox environment first, make sure that this instance is deactivated before integrating with your Live environment.
Common issues
Here are some of the common issues you may run into while establishing your Zoom integration:
A Course has not synced from accessplanit to Zoom
A Delegate’s attendance has not synced from Zoom to accessplanit
4. Using the integration
Once you have completed your testing phase, you are ready to start using the integration on your Web Courses!
Here are some additional set-up steps to complete before you use the integration with a live course:
Update your automated communications to use the Online Platform Join URL
Hide the webinar details text boxes using Configure Forms
Update your automated communications use the Online Platform Join URL
As you will be switching from the ‘Webinar Details' boxes to the 'Online Platform Join Urls’, you will need to update your Email Templates to factor in this change.
If there will be a period of overlap, where some Courses will have the ‘Delegate/Trainer Webinar Details' boxes used and others have the 'Online Platform Join Urls’, you may need to include both in your emails temporarily.
Top tip!
Work with your team to identify every Email Template, Text Template, and Workflow that contains webinar details for your Delegates and Trainers. Most set-ups only have one Email for Trainers, and another for Delegates, but it is worth double-checking to make sure no one misses out on joining information for their Course.
Per Webinar Details Email
Edit the Template
Find where the webinar details are included in the email
Add in the new merge field to include the Online Platform URL
@@OnlinePlatformCandidateJoinUrl for Delegates, @@OnlinePlatformTrainerJoinUrl for TrainersIf you will still have Web Courses with the previous Webinar Details, you can keep both included in your email temporarily, otherwise remove this merge field from your email
Save your changes
Hide the Webinar Details text boxes using Configure Forms (optional)
To prevent administrators using the 'Trainer Webinar Details' and the 'Delegate Webinar Details' text boxes, you can hide these from the form
Please note
Only Super Administrators have access to this option, if you do not see the ‘Configure Forms’ option please ask a Super Administrator to complete this action for you.
Open the Web Courses DataGrid
Edit any existing Web Course
Click on the Configure Form option at the top of the page
Check to hide the 'Trainer Webinar Details' and the 'Delegate Webinar Details'
Click ‘Save Form Configuration’ at the top of the page
5. Monitoring & pausing the integration
Here is some additional information to support you with using your Zoom integration!
Once you have tested your Zoom integration and you are happy that it is working, you can leave the integration running!
Monitoring the integration
From the ‘Summary’ tab of your integration, you can monitor whether your integration is actively running, which version it is on, and when it last ran!
Pausing the integration
If you would like to pause your integration at any point, open the ‘Summary’ tab when viewing the integration settings and click the pause button to ‘Pause the instance’.
This will prevent any Courses/Delegates from syncing.
When you are ready for the integration to run again, click the play button to enable the integration.
Monitoring Executions
If you would like to keep an eye on when your integration is firing, open the ‘Executions’ tab when viewing the integration settings.
You can view each of the times the integration has been executed down the left of the screen, and click on each of these to see more detail on the right.
If you would like to check specific types of executions, for example only see which have failed, click the ‘Filter’ button at the top-right of the page and make your filter selections:
Status - filter your executions to only see those that were successful or those that failed
Time range - filter your executions to only see those that ran in a specific time frame
Flow selector - filter your executions to only see those relating to specific parts of your integration, e.g. to only see executions for data sending to Zoom when a Course is created or updated select ‘accessplanit to Zoom (Created/Updated)’
Show original executions only - filters your executions to hide retries or replays
Exclude executions without trigger-detected changes - filters your executions to hide executions that were triggered but didn’t detect any new or changed data to act on