Using Zoom Meetings in Salesforce
Zoom meetings can be scheduled both through the Zoom web portal and through Salesforce. In order to integrate Zoom with Salesforce Events, the Zoom web portal information will be automatically synchronized from Zoom.
In addition to Salesforce Lightning, this integration can also be used with Salesforce Classic.
This integration allows you to take advantage of the following features:
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When you create an event in Salesforce or update an existing event, you can schedule a Zoom meeting.
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Create events directly from leads or contacts and instantly start Zoom meetings with the click of a button.
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Your Activity History and the Zoom meeting list will show you instant meetings that have been scheduled.
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You can view Zoom meeting reports by clicking the button below.
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Information about Zoom meetings can be synced with Salesforce.
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Google Calendar can be used to sync meetings.
Prerequisites for using Zoom Meetings in Salesforce
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Accounts for businesses
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It is possible to use Zoom for Salesforce in the following ways:
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As part of the setup, the Salesforce administrator has added the Zoom Meeting objects to the relevant Salesforce layouts that have been configured for Zoom Meeting.
Note: We recommend that you contact your Zoom and Salesforce administrators if you have not been able to install the app or to access the features of the app.
How to start instant meetings in Salesforce
This integration makes it possible to start Zoom meetings instantly by clicking on the Start Zoom Meeting link on these pages in the quick actions menu.
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Event
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Contact
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Lead
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Case
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Appointments for service (if enabled)
Using the quick actions dropdown on a lead or contact, click the Start Zoom Meeting button when you’re on the lead or contact. An event will be created under the lead or contact record when you click this link, which launches a Zoom meeting.
You will be directed to the email interface page if Send Email to Attendees at Launch is enabled on the Zoom Config page. From here, you will be able to send an email with all the details about the Zoom meeting to your attendees.
Send email invites when starting a meeting
A Zoom meeting starts automatically once you click the Start Zoom Meeting button and an email containing the meeting details is sent to the attendees as soon as the meeting starts.
Note: There is a requirement that Send Email to Attendees at Launch be enabled in order to make this feature work.
How to manage Zoom meetings as events
There are a number of features provided by the Zoom integration on the event detail page for Salesforce events when you create an event:
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Scheduling Zoom meetings
Choose the Schedule a Zoom Meeting option when you are creating or updating an event in Salesforce. -
Starting scheduled meetings
In the event details page of an event, in the Meeting Details section, there will be a link to start a Zoom meeting by clicking the Join URL, or on the event detail page you can click Start Zoom Meeting. -
Configuring customer start time
Under Customer Start Time, you have the option of setting the date, time, and time zone of the event when creating it.
If the customer wants to change these settings, they need to enter their preferences. The start and end times of the event are displayed in the customer’s time zone once it has been saved. You can set the start time of the meeting in your appropriate time zone and the system will adjust the time automatically. -
Sending emails when scheduling events
The Send Email button is available when you add a Zoom Meeting to an event, which allows you to send an email to your users, contacts, and leads when you add a Zoom Meeting. Please enter the customer’s email address into the field marked Enter Email Address of Attendees in order to add additional attendees. -
Using Zoom PMI and Join Before Host options
My Zoom PMI: The Zoom meeting scheduler allows you to schedule meetings based on your PMI (Personal Meeting ID).
Join Before Host: Make it possible for the attendees of the Zoom meeting to join before the meeting is started or the host joins.
View and refresh meeting details in Salesforce
Note: At least two people need to attend the meeting in order for it to be successful.
In the event detail page of a Zoom meeting, you will be able to see information about the meeting. After the Zoom meeting has been ended by the host, the details of the Zoom meeting will be available.
By clicking on the Sync Meeting Details button, you will be able to manually refresh the information about the meeting. From the Zoom web portal, the updated meeting information is fetched and updated in the following areas: meeting status, Zoom meeting start time, duration, participant list, and recording information, which are pulled from the Zoom web portal.
A further part of the integration is that data will also be synced automatically hourly as part of the daily tasks it performs.
How to create events for external Zoom meetings
Note: Syncing external Zoom meetings to Salesforce must be enabled by the administrator before external Zoom meetings will be synchronized.
In Zoom meetings, external meetings are meetings you create through the web portal of Zoom or through Zoom’s client application. As a result of the integration, Zoom meetings that match the matching contacts and leads information will automatically be found in Salesforce and events will be automatically created.
When creating external Zoom meetings, you should ensure the following things in order to ensure a successful sync between Zoom and Salesforce:
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There is a Salesforce user that is the host of the Zoom meeting.
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As the host of the Zoom meeting, the Salesforce contact or lead belongs to the Zoom meeting host.
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Participants must be Salesforce contacts or leads at the very least.
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As shown in the example below, the first and last names of the meeting participants match those of the contact or lead in Salesforce. A Zoom meeting participant is matched with the appropriate contact and lead based on the first and last names provided in the integration.
View external Zoom meeting details
Zoom meetings can be associated with Salesforce contacts and leads, and meetings can be scheduled under contacts and leads, along with a history of the activity associated with each meeting.
If you would like to access an external Zoom meeting, please follow these steps:
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Click on External Zoom Meetings in the App Launcher when you open the app.
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Zoom meetings will be populated based on the date range that you specify.
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Please click on the Get Details button to find more information.
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A contact or a lead can be associated with a contact.
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For the selected meetings, click on the Create Events button.
Note: It is possible to display a maximum of 2700 records in external Zoom Meetings for the last month. It is recommended that you reduce the period of time between the selection of records to less than 2700 if you receive an error message.
How to view reports
You can zoom the report by clicking the Zoom Report button under the Report tab. Reports in this folder can be broken down into three types:
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Zoom Events: As part of this report, you will find a list of all events that involved Zoom meetings. Report contains the following information: Title, Start Date, Account, Contact, and Opportunity information.
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All Zoom Meetings by Status: All events associated with a Zoom Meeting are listed in this report and grouped according to the status of the Zoom Meeting. The report includes the following information: subject (Zoom Meeting topic), start and end times, duration (in minutes), number of participants, and who participated in the meeting.
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All Zoom Meetings by User by User Status: The report shows a list of all events associated with a Zoom Meeting. These events are grouped by Users and then based on Zoom Meeting Status. As a result of the Zoom Meeting, the following information will be included in the report: Subject (Project Name), Start Time, End Time, Duration (in minutes), Participant Count, and Participant Details.