How do I integrate Zoom with Circa?

Schedule, track and sync Zoom Meetings and Webinars

Now with Circa's Zoom integration, your team can schedule Zoom Meetings and Webinars from within the Circa platform, as well as track and sync attendee data in real time or from past Webinars.


Setting up the Zoom Integration

To enable the Zoom integration for an entire Org, Org Admins must first sync Circa with a Zoom account that has Zoom Admin privileges. This step only needs to be done one time - after this, all Org members with Full Access may utilize the integration.

To first set up the integration, Org Admins should:

  1. Navigate to Org Reports & Settings > Integrations > Zoom
  2. Click the blue "Connect" button
  3. In the pop-up window, select "New authentication"
  4. In a second pop-up window, follow the prompt to log-in to your Zoom account
  5. Click the blue "Authorize" button to complete the integration process
  6. Back in the original pop-up window, click the blue "Finish" button

After following the steps above, any Zoom users with accounts connected to the Zoom Admin account used for setup will be able to create and track Meetings and Webinars through Circa.


Using the Zoom Integration

Creating new Zoom Meetings and Webinars

There are two ways to create new Zoom Meetings or Webinars from within Circa.

Org Admins and Full Access Team Members can create a Meeting or Webinar at the same time as they create a new Circa Event.

  1. In the "Create New Event" window, select "Zoom Meeting/Webinar" from the Location drop-down menu
  2. Select the Zoom user whose account the Meeting or Webinar should be created under
  3. Choose between meeting Meeting or Webinar
  4. Use the drop-down to select between an existing Meeting/Webinar or opt to create a new Meeting/Webinar


To add a Zoom Meeting or Webinar to an existing event:

  1. Navigate into any future event and click to add a Location
  2. Select "Zoom Meeting/Webinar" from the Location Type drop-down menu
  3. Select the Zoom user whose account the Meeting or Webinar should be created under
  4. Choose between meeting Meeting or Webinar
  5. Use the drop-down to select between an existing Meeting/Webinar or opt to create a new Meeting/Webinar


Tracking Attendee Data

Once an event in Circa is connected to a Zoom Meeting/Webinar, you can easily track and export audience attendance data or sync it with your CRM.

To view attendance data, navigate to the Contacts tab within your target event.

  • Anyone registered for the Zoom Meeting/Webinar will be added as a Contact in Circa and displayed in this tab.
  • Enable the "Join Time," "Leave Time" and "Time in Session" columns to see which Contacts joined your Zoom session and for how long.
  • Use the actions menu (three gray dots) at the top, right of the table to export this data as a CSV file.

Associating Past Zoom Meetings and Webinars

Any Zoom Meeting or Webinar that occurred in the past can be associated to a Circa event that also has an event start date in the past in order to access previous attendance data.

Follow the steps above to associate past Meetings and Webinars. When viewing an event with a start date in the past, the available list of Zoom Meetings and Webinars will be limited to only those that also occurred in the past. Within a few minutes of associating a past Zoom Meeting or Webinar, the attendance information for that session will be accessible from the Contacts tab within the event.



Uninstalling the Zoom Integration

To remove the Zoom integration for an entire Org, an Admin must:

  1. Navigate to Org Reports & Settings > Integrations > Zoom
  2. Click the red "Disconnect" button
  3. Agree to the confirmation message and click "Disconnect"


A few notes:

  1. Once a Zoom Meeting/Webinar is connected to an event, clicking on the "Zoom Meeting" Location link from within that event in Circa will launch the Meeting/Webinar in Zoom.
  2. To view Zoom hyperlinks along with other event info, enable the "Virtual Location" column within your Events Dashboard and/or published Event Calendars.  
 

 

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