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.

The below method of integration with Zoom is not currently live.

Please check out our current Zoom integration instructions.

 

---

Setting up the Integration

To setup the integration, you will need to ensure you are logged into your organisation's Zoom as an Admin and have a minimum of 1 licensed user in Zoom to be a meeting host.

To setup the integration, follow these simple steps:

1. Navigate to Settings > Integrations in Rosterfy.
2. Search for Zoom and select Enable > Authorize.
3. A pop-up will appear, asking you to authorise the Zoom App to be connected to Rosterfy, click Allow.
   
4. After allowing the integration, you will be able to configure the integration between Rosterfy and Zoom.
   

 

---

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.

 

---

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.

 

---

Zoom Integration - Frequently Asked Questions

 

1. I cannot see Zoom in my list of Integrations?

2. I cannot see the Video Conference option in the shift screen?

3. How do I change the Zoom host after the meeting has been set up?

4. How will the volunteers join the Zoom meeting?

5. How is the volunteer attendance recorded in Rosterfy?

6. What happens if a volunteer withdraws from a shift or is removed by an admin?

 

---

1. I cannot see 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.

 

---

2. I cannot see the Video Conference option in the 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.

 

---

3. How do I change the Zoom host after the meeting has been set up?

You can update the Zoom host, simply navigate back to the shift you wish to make changes to. After selecting to Update the shift, select Video Conference on the left. 

All available Meeting Hosts will be shown in the dropdown list for you to select from.

 

---

4. How will the volunteers join the Zoom meeting?

Users will be able to join the Zoom meeting from within the Rosterfy Volunteer Portal, the meeting link will be located in the Shift information.

Alternatively, admins can also share the meeting link information directly with volunteers using the Merge Tag: *|event_shift_conference_meeting_link|*

 

---

5. How is the volunteer attendance recorded in Rosterfy?

When a Zoom meeting has ended, Rosterfy will record all participants attendance, it will also store the Shift User's start and end timestamp.

Furthermore, the User's status will be updated to the shift's default checked out status.

The status change will trigger the following automations:

• Status change
• Checked in
• Checked out

 

---

6. What happens if a volunteer withdraws from a shift or is removed by an admin?

When a Shift User has withdrawn from the shift or is deleted by an admin, their meeting registration will be removed from Zoom.

 

---

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 hosts 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.

 

---

Disabling the Zoom Integration

To disable the Zoom integration from Rosterfy, simply follow these simple instructions:

1. Navigate to Settings > Integrations.
2. Locate the Zoom integration, click Update.
3. Click Disable.

 

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