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Integrate your Web Courses with Zoom

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Integrate your Web Courses with Zoom

Steps to integrate your Course data with Zoom

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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.

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This guide will walk you through how accessplanit’s integration with Zoom works, and how to set up the integration step by step.

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!

About

This integration syncs Course data from accessplanit to create Meetings within Zoom, so your course scheduling is much quicker, easier, and has a lower chance of going wrong!

Once the integration is ready to go, syncing your Courses to Zoom is as easy as changing a drop down box. All you need to do, is select that your Course will be running via Zoom, click 'Save', the integration will then kick in to set the meeting up and bring back the joining links automatically!

This integration can also be set up to recognise Delegates attending your meetings, if they turn up, you can set your integration up to mark them as ‘Completed’ automatically. This feature can be a big time-saver and helps trigger useful post-course actions, such as sending out surveys or certificates.

What do I need for this integration to work?

  • The integration is designed to work with Zoom’s Pro & Business plans

  • Each trainer must have a licensed user account within your organisation’s Zoom account

  • The integration will not work for external trainers

Watch our 5-part video series:

https://www.youtube.com/playlist?list=PL_lge8mVxlSmqgGqSWlinYdSYUpqed1v_

Benefits of using the Zoom integration

Automation of meeting setup

  • When you schedule a course in accessplanit, the integration can automatically create a Zoom meeting behind the scenes

  • Join links (for both delegates and trainers) are pulled back and stored in your platform automatically

  • Eliminates the need for manual copying/pasting of meeting links, reducing human error and admin effort!

Time savings & reduced manual overhead

  • Because the synchronising of joining details and course updates is handled by the integration seamlessly, your team spends less time doing repetitive setup tasks

  • The automatic attendance sync and ‘mark-as-completed’ feature can cut down post-course admin tasks

Improved accuracy & consistency

  • Fewer mistakes in meeting link distribution, mismatches, or missing joining details.

  • Updates to course data (like dates, alias, time zone) automatically send to Zoom

Better attendee tracking & engagement

  • The integration can automatically mark delegates as ‘Completed’ when they attend

  • This automated marking makes follow-ups (surveys, certifications, next steps) more reliable, since completion status is up to date

Scalability & standardisation

  • Once set up, the process is repeatable across many Courses without needing to reconfigure each time, it is only one drop-down box to link a Course to Zoom!

Reduced duplication

  • Avoids having separate workflows (one in accessplanit, another in Zoom) which are not synchronised.

  • Helps avoid the worst case of ‘someone updates the date in one place but forgets the other.’

Future-proofing & flexibility

  • The integration supports updates (i.e. if you change course details, it will sync those to Zoom)

 

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.

image-20250721-131722.png

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!

Once you are happy with your set up, and your preferences, please get in touch with your Customer Success Manager at accessplanit to add the Zoom module to your package!

Contact: customersuccess@accessplanit.com

Form: accessplanit Additional Services

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.

Before connecting your Zoom account to your accessplanit platform, make sure you are logged into your main Zoom account (the Account Owner or main account holder).

The integration uses a method called ‘OAuth’ to authenticate the connection. This means accessplanit will connect to whichever Zoom account you are currently logged into during the setup process.

Logging in as the main account holder ensures the integration has access to all of the Zoom users in your account, including your trainers. This allows meetings to be scheduled for any trainer!

If the integration is set up while logged in as a trainer’s Zoom account, accessplanit will only be able to schedule Zoom meetings for that specific trainer, and not for other users in your Zoom account.

2.2. Set up the app

The first step of set-up is to configure the app for the integration within Zoom Marketplace

  1. Open Zoom Marketplace

    image-20260309-120018.png

     

  2. Click the ‘Develop’ option and select ‘Build App’

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  3. Select the option ‘General App’

    image-20260309-120340.png

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.

 

  1. From the ‘Select how the app is managed' option select 'User Managed’

    image-20260309-122021.png

 

  1. From the ‘App Credentials’ section, take a note of your ‘Client ID’ and ‘Client Secret’ (you’ll need these shortly!)

    image-20260309-122111.png

 

  1. Set the 'OAuth Redirect URL' option to https://oauth2.eu-west-2.prismatic.io/callback

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  1. Click Continue until you get to the ‘Surface’ options

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  2. In the ‘Select where to use your app’ option, select ‘Meetings’

    image-20260309-122408.png

 

  1. Continue to the Scopes page

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  2. Click ‘Add Scopes’

    image-20260309-122530.png

 

  1. 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’

image-20260309-123013.png

 

  1. Finally, open the ‘Local Test’ menu option and click the ‘Add App Now’ button

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  1. You will then be directed to approve the app!

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  1. 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

  1. Open your accessplanit platform

  2. Open the ‘Administration’ menu from the Profile options at the top-right of your platform

    image-20250604-134627.png

     

  3. 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

 

  1. Click the green ‘Add API Key’ button

    image-20250604-134835.png

     

  2. Provide your API Key with a name, e.g. ‘Zoom’

     

  3. Copy the provided API Key and save it somewhere secure

    image-20250604-135103.png

 

  1. Set your API key to be ‘Enabled’

    image-20250604-135426.png

     

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

 

  1. 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

  1. Open your accessplanit platform

  2. Open the ‘Administration’ menu from the Profile options at the top-right of your platform

    image-20250604-134627.png

     

  3. 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.

 

  1. Find the Zoom integration option and click on it

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  1. Click to configure your integration
    If the integration has already been established, instead ‘View’ the integration and then click the ‘Reconfigure’ option

    image-20260123-093115.png

    If 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.



  2. Within the ‘Initial Configuration’ step you can change the name of the integration (optional)

    image-20251209-153314.png



  3. Proceed to the next step called ‘Configuration’ by pressing the next button

  4. 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

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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.

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  1. 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.

    image-20251209-155551.png

 

  1. Click ‘Next’ to navigate to the ‘Settings’ page within the configuration window.

  2. In the ‘Settings’ step, complete the following actions:

    1. Select the status that a Delegate will be updated to upon course completion

    2. Define the Default Start Time for any course where a time zone is not assigned to a Course

    3. Select the minimum duration a Delegate needs to be present to be considered completed

    4. Use the drop-down to choose if the status of a Delegate should be updated automatically

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  1. Press ‘Finish’ to complete the setup for the integration.

    image-20251210-091638.png

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

  1. Open the Web Courses DataGrid

    image-20250723-141116.png

     

  2. Click the ‘Add Web Course’ button

    image-20250723-141526.png

     

  3. Schedule a new Course, make sure you make it clear that this is not a real Course

    1. Enter an alias that indicates the Course is for testing

    2. Make sure the Course isn’t advertised

  4. 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.

  5. Select 'Zoom' as the ‘Online Platform’

     

  6. Click ‘Save’ at the top of the page

    image-20250723-142837.png

     

  7. Reload the ‘Details’ page by reopening it from the Web Course management menu on the left

    eb114a78a14dddaf0613070e8c803746.gif

     

  8. 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.

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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

  1. Open the ‘Delegates’ page for this Course

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  2. 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

Complete the following checks:

  1. The Course does not have the status of ‘Cancelled’

  2. A trainer is assigned the course that is also in your Zoom account and the email addresses match

  3. The Course has ‘Zoom' selected as the Online Platform

  4. Your integration is not paused (you should see a green check icon on the integration)

A Delegate’s attendance has not synced from Zoom to accessplanit

Complete the following checks:

  1. The Delegate originally had the status of ‘Booked’ (Delegates with other statuses, such as ‘Provisional’, will not have their attendance marked by the integration

  2. Make sure that the Delegate attended for the full desired time

  3. Check that the integration is set up to mark the attendance of the Delegates in your integration setup

 

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:

  1. Update your automated communications to use the Online Platform Join URL

  2. 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.

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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

  1. Edit the Template

  2. Find where the webinar details are included in the email

    image-20250723-165446.png

     

  3. Add in the new merge field to include the Online Platform URL
    @@OnlinePlatformCandidateJoinUrl for Delegates, @@OnlinePlatformTrainerJoinUrl for Trainers

    image-20250723-165549.png

     

  4. If 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

    image-20250723-170123.png

     

  5. 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.

  1. Open the Web Courses DataGrid

    image-20250723-141116.png

     

  2. Edit any existing Web Course

    image-20250723-164530.png

     

  3. Click on the Configure Form option at the top of the page

    image-20250723-164614.png

     

  4. Check to hide the 'Trainer Webinar Details' and the 'Delegate Webinar Details'

    image-20250723-164703.png

     

  5. Click ‘Save Form Configuration’ at the top of the page

    image-20250723-164734.png

 

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!

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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’.

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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.

image-20250723-162530.png

 

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.

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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

 

FAQs

Here are some common questions about the integration

Can I integrate Zoom with my Course after it's been created?

Yes, you can! Updating an existing Course will also trigger the Zoom integration, just like when creating a new Course.

You can also remove Zoom from your Course at any time, simply clear the ‘Online Platform’ field to remove the join links & press save.

Please note

These changes are not audited, so we recommend adding a note when you make changes to keep a record of what was changed and why.

What happens if I change the trainer on the course?

A trainer is required to create the meeting within Zoom. If you change the trainer, the original meeting will be deleted, and a new one will be created. This will update the links against the course so is important to remember if last minute changes take place, the new Joining Links will need to be sent to your delegates.

Are there any Courses that won’t sync with Zoom?

Yes. Courses with a status of ‘Cancelled’ will not sync with Zoom. If the Course was previously synced, the integration will clear any Zoom data when it is saved as cancelled.

The same applies if you remove Zoom as the selected ‘Online Platform’.

How does the integration handle time zones?

If you select a time zone on the Course Date, Zoom will use this Time Zone. However if the field is left blank, the default time zone chosen during setup will be used.

Do updates to a Course sync with Zoom?

Yes! Any updates to the Course alias, start date, end date, or time zone will be reflected in the Zoom meeting.

What type of Zoom event is created?

The integration creates a Zoom meeting.

How often does the Zoom integration run?

  1. The Course sync is triggered automatically whenever a Course is created or updated. It doesn't run on a fixed schedule, but happens shortly after any changes. This means that it only runs when necessary!

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