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Zoom Meeting

The Zoom Meeting add-on lets you schedule Zoom meetings from inside BusinessHRM, invite employees and contacts, and manage the whole meeting list and calendar in one place. Once your Zoom account is connected, BusinessHRM creates the meeting in Zoom for you and stores the join and start links.

Where to find itZoom Meeting

Before you start: The Zoom module must be enabled, and an administrator must connect your Zoom account first (see Connecting Zoom below). Until the connection is set up, the meeting form is blocked and shows "Please configure the Zoom Setting credentials first".

Connecting Zoom (admins)

Connecting is done once, by an administrator, by entering Zoom credentials — there is no one-click "Connect" button.

Where to find itSettings›Zoom Settings

You need a Server-to-Server OAuth app created in the Zoom Marketplace; copy its credentials into the Zoom Settings tab:

Field From your Zoom app
Account Id Account ID
Client Id Client ID
Client Secret Client Secret
Meeting Client Id Client ID of your meeting app
Meeting Client Secret Client Secret of your meeting app
Secret Token The app's secret token

Then set:

  • Open in Zoom Client App? — Yes opens meetings in the native Zoom app; No opens them inside BusinessHRM.
  • Webhook — copy the shown webhook URL and add it as the webhook URL in your Zoom app. This keeps meeting status (waiting, live, finished) in sync.

Click Save to store the credentials and connect.

Note: The Zoom Settings page also has Slack and Email Settings tabs to choose which channels send meeting notifications.

Scheduling a meeting

  1. Open Zoom Meeting and click Add Meeting.
  2. Complete the Meeting Details form:
Field Meaning Required
Meeting Title The meeting name. Yes
Category A meeting category (click Add to create one if you have permission). No
Color A label colour for the calendar. Yes
Starts On The start date (defaults to today). Yes
Start Time The start time. Yes
Ends On The end date (must be on or after the start). Yes
End Time The end time. Yes
Description Meeting notes. No
Project Link the meeting to a project. No
Add Employees The employees to invite. See note
Add Clients The contacts to invite. See note
Meeting Host The employee hosting (defaults to you). No
Host Video Status Start the host's video on (Enable) or off (Disable). No
Participant Video Status Start participants' video on or off. No
Recurring meeting Tick to make it repeat (reveals recurrence options). No
Send Reminder Tick to send a reminder before the meeting, then set how long before (Day / Hour / Minute). No
  1. Click Save.

Important: You must invite at least one attendee — choose at least one person under Add Employees or Add Clients, or you will see the error "Required if neither employee nor client is selected."

Note: There is no password field — Zoom generates the meeting password automatically and BusinessHRM stores it on the meeting. Duration is worked out from your start and end times.

Recurring meetings

Ticking Recurring meeting reveals recurrence settings: Daily, Weekly or Monthly, how often it repeats, which days/dates it occurs on, and when the series ends (on a date, or after a number of occurrences).

Who you can invite

You can invite both employees (Add Employees) and contacts (Add Clients). The Meeting Host is chosen from employees and is set as the meeting's alternative host in Zoom. A contact who schedules a meeting can only invite themselves.

After you create a meeting

BusinessHRM creates the meeting in Zoom and stores:

  • A Start link for the host.
  • A Join link for attendees.
  • The Zoom-generated password.

Invited employees and contacts receive invitation notifications, and the host gets a host-assignment notification. If you set a reminder, attendees are reminded before the meeting. Notifications can go by email and Slack, depending on your Zoom Settings. Whether links open the native Zoom app or inside BusinessHRM depends on the Open in Zoom Client App? setting.

Managing meetings

The Zoom Meeting list shows each meeting's ID, title, host, start/end and Status (Waiting, Live, Canceled or Finished). Switch between the table view and the calendar view, filter by date/status/project/contact/employee/category, and export to Excel.

Each meeting's action menu offers (depending on status and your permission):

  • Start Meeting (host) or Join Meeting (attendees).
  • Copy Meeting Link.
  • View — opens the meeting details, including the meeting password and a Notes tab.
  • Edit — change the meeting.
  • Cancel Meeting — cancel an upcoming meeting.
  • End Meeting — end a live meeting.
  • Delete — remove a meeting (for a recurring meeting this becomes Delete All Occurrences).

Bulk actions let you change status or delete several meetings at once.

Categories

Meeting categories populate the Category dropdown on the form. Manage them under Zoom Categories (requires the Manage Zoom Category permission).

Permissions

Zoom Meeting permissions are scoped (All / Added / Owned / Both / None):

  • View Zoom Meetings — see the list and calendar.
  • Add Zoom Meetings — schedule meetings.
  • Edit Zoom Meetings — edit, cancel and end meetings.
  • Delete Zoom Meetings — delete meetings.
  • Manage Zoom Category — manage meeting categories.

Permission: Connecting Zoom (the Zoom Settings page) is available only to administrators.