Zoom Integration

Rosterfy + Zoom integration allows to seamlessly add video conferencing to any shift in your Rosterfy account. This allows you to conduct interviews, training and virtual shifts without sending or managing separate calendar tools.

 

---

Zoom Integration

Rosterfy allows you to integrate with your Zoom account, to seamlessly add video conferencing to any shift in your Rosterfy account.

This allows you to conduct interviews, training and virtual shifts without sending or managing separate calendar tools. You can also utilise Zoom's password security by password protecting your Zoom meetings from within Rosterfy.

 

 

---

Setting up the Integration - Part One

To setup the integration, you will need to complete a number of steps in your Zoom account before you can enable the integration in Rosterfy.

Follow the below steps to setup your Zoom account for integration:

1. Login to your Zoom account.
2. On the left navigation panel, scroll down to Admin and click Advanced > App Marketplace.
   
   
   
   
3. In the App Marketplace, in the top right corner, click Develop > Build App.
4. A pop up will appear, select Server to Server OAuth App.
5. Click Create and provide a name for the App. (e.g. Rosterfy)
6. On the Application Credentials page, take note of the following details, then click Continue.
   1. Account ID
   2. Client ID
   3. Client Secret
7. On the Information page, complete all fields, then click Continue.
8. On the Feature page, take note of the Secret Token.
9. Enable Event Subscriptions in the General Features, an additional section will be displayed under this option.
10. Enter a Subscription Name.
11. In the Event Notification Endpoint URL, copy and paste the URL for your Rosterfy account. (e.g. https://example.rosterfy.co/)
12. Copy the below and add it to the Event Notification Endpoint URL, after your Rosterfy account URL. 
    
    account/integration/webhook/conference:zoom
    
    
13. DO NOT CLICK the validate button, this will be completed in a further step.
14. Click + Add Events.
15. A pop up window will appear, select End Meeting > Done.
16. Click Save > Continue.
17. On the Scopes page, click + Add Scopes.
18. Search for the following scopes and select each one:

    1. meeting:read:meeting:admin

    2. meeting:read:list_past_participants:admin

    3. meeting:read:past_meeting:admin

    4. meeting:write:registrant:admin

    5. meeting:delete:meeting:admin

    6. meeting:write:meeting:admin

    7. meeting:update:meeting:admin

    8. meeting:write:batch_registrants:admin

    9. meeting:delete:registrant:admin

    10. user:read:user:admin

    11. user:read:list_users:admin

19. After selecting all the required scopes, click Done > Continue.
20. One the Activation Page, click Activate Your App.
    You can now continue setting up the integration, follow the below instructions, Setting up the Integration - Part Two.

 

---

Setting up the Integration - Part Two

1. Login to your Rosterfy Admin Console.
2. Navigate to Settings > Integrations.
3. Search for Zoom and select Enable.
4. The Zoom integration screen will be displayed, you will need to enter your account details here, including:
   1. Zoom Account ID
   2. Zoom Client ID
   3. Zoom Client Secret
   4. Webhook Secret Token
      
      
      
      
      

5. After entering your Account details, click Enable to complete the Rosterfy part of the setup.

   Finalise the integration setup by returning to your Zoom account and validating the URL.
   Follow the below instructions, Setting up the Integration - Part Three.

 

---

Setting up the Integration - Part Three

The final steps of the Integration require you to validate the URL you have entered into your Zoom account. Follow the below steps to complete this:

1. Login to your Zoom account.
2. On the left navigation panel, scroll down to Admin and click Advanced > App Marketplace.
3. In the App Marketplace, in the top right corner, click Manage.
4. Click the App you created in Setting up the Integration - Part One.
5. Navigate to the Feature Page.
6. In the General Features section, click the Pencil icon.
7. Click Validate > Save.

The Zoom integration is now fully enabled in Rosterfy.

 

---

Syncing Zoom Hosts

Anytime you make changes to the Zoom admins you can sync these details into Rosterfy.

Follow these simple instructions to sync Zoom Hosts:

1. Navigate to Settings > Integrations.
2. Locate the Zoom integration, click Update.
3. In the top right corner, click Actions > Sync Hosts.

 

---

Configuring the Integration

You have the choice to configure the Zoom integration one of two ways:

• All virtual shifts will be Zoom Meetings
• Virtual shifts can be Zoom Meetings

If you wish to enforce all virtual shifts to be Zoom meetings, follow the below instructions:

1. Navigate to Settings > Integrations.
2. Locate the Zoom integration and click Update.
3. In Post Configuration, tick the checkbox, Enforce Meeting for Virtual Shirts.

All virtual shifts will now be enforced as Zoom Meetings.

 

---

Adding Zoom to a Virtual Shift

To configure a Zoom meeting to one of your shifts in Rosterfy, you simply need to create a Zoom meeting from any shift update page. Follow these simple instructions:

1. Navigate to Events > Shifts.
2. Find the Shift you wish to add the Zoom meeting to and click More Actions > Update.
3. Select Video Conference on the left hand menu within Update Shift.
4. Click Add To Zoom to add the shift to Zoom.
5. You will then have the option to set a password to join the Zoom meeting, and select who the Zoom Host will be.
6. Once the meeting is created, the screen will then update to show the Meeting details.

 

---

Cancelling or Removing a Zoom Meeting

If you need to cancel or remove a Zoom meeting after it has been created, follow the below instructions:

1. Navigate to Events > Shifts.
2. Find the Shift you wish to remove the Zoom meeting from and click More Actions > Update.
3. Select Video Conference on the left hand menu within Update Shift.
4. Click Remove from Zoom to remove the Zoom meeting from the Shift.
5. The meeting will be removed from the Users portal and from Zoom also.

 

---

Frequently Asked Questions

I cannot see the Zoom in my list of integrations?

This could be due to your admin permissions, ensure you have full access to Rosterfy, if you do and are still unable to see Zoom in your list, please contact your Customer Success Manager at Rosterfy for assistance.

I cannot see the Video Conference option in shift screen?

The integration has not been setup successfully, please remove the integration and try again. If you are still unable to see the option, please submit a support ticket for further assistance.

 

---

What are the Limitations?

• Requires a paid subscription for Zoom.
• By default, the Zoom account owner will be added as the Meeting host. Adding more hosts is possible, but will require the additional host to also have a paid subscription to Zoom.
• Maximum limit of 4,999 Users for the Zoom meeting.
• When adding Zoom to an existing Shift with Shift Users, the registration of Users will be processed in batches of 30 Users at a time. If the Shift Users exceeds 30 Users there may be a slight delay for all Shift Users to be registered to the Zoom Meeting.

 

For more information on available integrations, check out the Integrations - Overview article.