Enable Zoom Integration with Outreach Meetings

Created by Aye Myat, Modified on Fri, 13 Mar at 9:27 PM by Aravind Sundararajan

Objective

Provide Outreach admins and users with information about how to enable the Zoom integration for the Outreach Meetings.

Applies To

Outreach admins
Outreach users

Before you begin

Once admin enables the integration, every user needs to connect their Outreach and Zoom account to be able to generate Zoom links for Outreach meetings.
Before activating the integration, ensure that you meet the prerequisites for setting up Zoom.
Meetings created before the feature was enabled will not have Zoom video conference links attached.
Once the meeting is scheduled, it’s not possible to update the video conferencing method in Outreach (even when “no video-conferencing” is selected). You can still change it in the native calendar.

Integration

Zoom integration with Outreach Meetings automatically attaches unique videoconferencing links to every meeting created with Outreach. Scheduling meetings in Outreach with Zoom integration is convenient, secure, and fast.

Zoom links are attached to the invite in the following scenarios:

When scheduling the meeting in Outreach app
When sending available time slots via Outreach app / Gmail (via Outreach Everywhere extension)/ in Outlook (via new Outlook add-in)
When sending a link to the public calendar

Prerequisites for enabling Zoom integration

Outreach admins to adjust existing Outreach Meetings Types containing {{sender.conference_url}} or {{sender.conference_details}}.

Note: This prerequisite step only applies to organizations that are currently using static personal URLs such {{sender.conference_url}} or {{sender.conference_details}} in their Outreach Meeting Types. These Variables are populated from the rep’s Personal Conference info section located in Settings > You > Calendar.

Zoom as the primary conferencing tool

The following is recommended for Admins at organizations that rely on Zoom as their primary conferencing tool.

A cautious review of current Outreach Meeting Types that include static conference variables ({{sender.conference_url}} or {{sender.conference_details}}) is advised. Admins should ensure that Meeting Type content stays accurate and relevant in case that static variable is omitted - as described in the scenario below.

This precaution is necessary to prevent situations where meeting invitations display two different video conferencing links. Such a situation can occur when users select Zoom for video conferencing and simultaneously use Outreach Meeting Type that includes static conference variables. To address this, individual users, who have their Zoom connected, can auto-remove static videoconference variables in their Meeting Types. In this case, admins should ensure that this auto-removal process does not change the context and accuracy of the Meeting Type content used in the meeting invitation. Admins are recommended to thoroughly examine Meeting Type content to ensure it is suitable for all scenarios.

Once all users enable Zoom integration, static videoconference variables can be removed from all Outreach Meeting Types. We do not recommend doing it right away, in case not all users have finalized the integration - this might result in sending meeting invites with no videoconferencing links attached.

Zoom and other video conference apps as the primary conferencing tools

The following is recommended for Admins at organizations that rely on Zoom and an additional video conferencing app as their primary conferencing tool.

In case your existing Outreach Meeting Types contain {{sender.conference_url}} or {{sender.conference_details}} variables, admins will be suggested to duplicate these meeting types and remove these variables from the copies. This way, users who connect Zoom should use the duplicated Meeting Types without static variables, while everyone else would continue using the original Meeting Types with personal static variables.

Users who have connected Zoom and selected it as their video conferencing tool will use the updated Outreach Meeting Types without video conferencing links. This way, users won't need to manually remove static video conference variables from their invitations every time they schedule a meeting.
Users who have not yet linked Zoom with Outreach or those who do not plan to use Zoom will continue to use the 'old' Outreach Meeting Types that contain static video conferencing variables from their user settings. This ensures their meeting links remain intact. Once they connect Zoom and Outreach, they can switch to Outreach Meeting Types without video conferencing variables from user settings.

Note: If you prefer not to create duplicated meeting types, you can still follow the recommendation for organizations that primarily rely on Zoom as their conferencing tool, where users can enable auto-removal of static variables from the meeting type when using Zoom integration.

Procedure

Zoom admin to approve the Outreach Meetings app

Note: This step only applies to organizations that require pre-approval of apps before they can be installed from Zoom Marketplace. Zoom admins of these organizations must pre-approve “Outreach Meetings” app in the Zoom Marketplace, even before Outreach admin enables the Zoom integration. The person pre-approving the app in the Zoom marketplace doesn’t need to have Outreach account.

Outreach admin to enable Zoom integration in Outreach

Sign in to the Outreach Platform as an Admin.
Click on the Administration in the left panel menu.
Click Meetings under the Communication tools section of the Settings panel.
Scroll down and enable the preferred video conferencing method.
Click Save.
Let all other Outreach users know that Zoom is available for them and they should connect their Zoom account with Outreach in User settings > Calendar (if they had already connected their Zoom with Kaia they will need to do it for Calendar as well, because Zoom calendar integration requires a different set of permissions). If you made any updates Outreach Meeting Types content, inform users about these changes.

Outreach user to connect Zoom integration with Outreach

To link your Zoom and Outreach accounts:

Log into Outreach.
Navigate to Personal Settings > Calendar Setup.
Navigate to Video Conferencing and click Connect next to the Zoom logo. Alternatively, select the video conferencing picker and enter the meeting scheduling or send availability flow in Outreach/Google extension/Add-in. Expand the video conferencing picker and click Connect Zoom.
Click Allow.

If Zoom is the only video conference integration that the organization is using, Zoom will be automatically set as the user’s default videoconferencing app. This means that the Zoom link will be attached to all meetings booked via public calendar and will be preselected as a video conferencing option when the meeting is booked directly in Outreach Calendar. Users can change this in Personal settings > Meetings > Calendar setup > Default video conferencing app.

Note: If you can’t authorize when connecting Zoom to Outreach, that means that your Zoom admin must approve Outreach for Zoom before it can be connected. Select “Request pre-approve” to send a request to your Zoom admin. They'll receive a notification from Zoom with your request.

Connecting Zoom from settings:

Connecting Zoom from videoconferencing picker:

Additional Information

User Experience

When Zoom integration is enabled and users connect Zoom, a dynamic Zoom link will be generated for meetings created with Outreach.
When scheduling a meeting directly in the Outreach web app or sending availability via Gmail, Outlook or Outreach app, the user has the following options for video conferencing:
- Zoom (or/and any other videoconferencing integration if enabled by admin)
- Personal meeting info (this is displayed only if the user has filled in the Conference URL or Conference details in personal settings)
- No video conferencing
When sending a public calendar link and Zoom is set up as the primary video conferencing method, Zoom gets appended automatically once the buyer schedules the meeting via a public calendar. In case the Outreach Meeting Type contains {{sender.conference_url}} or {{sender.conference_details}}, these variables will be ignored to avoid situations with 2 links.

Scheduling on someone’s behalf with video conferencing

When scheduling on someone's behalf, the Zoom account of the meeting host (the person you're scheduling for) will be used to generate the meeting link. If the host doesn't have Zoom connected, the picker will pre-select an alternative video conferencing option (if any available), accompanied by a note: "Host needs to connect Zoom."
The video-conferencing picker will automatically pre-set the host's default video-conferencing option

Disconnect/Reconnect ZoomUser

To ensure your Zoom integration works smoothly, you can either reconnect it or disconnect it. Reconnecting is advisable if you encounter issues like meeting links not being added correctly. Disconnecting Zoom will remove the connection between Zoom and Outreach Calendar.

To reconnect or disconnect, go to Personal settings > Calendar setup > Video conferencing, click the three dots next to the Zoom tile, and select Reconnect or Disconnect.

Outreach admins can disable the Zoom integration for the entire organization in Settings > Meetings > Video conferencing in Outreach. When disabled, dynamically generated Zoom links won't be added to meetings, and the Zoom option will vanish from the video conference picker during the meeting setup.

Zoom admins have the authority to disable or completely remove the Outreach Meetings app for all users or specific users. This will deactivate the connection that users previously made between Zoom and Outreach. Users will no longer be allowed to connect their Zoom and Outreach account. Refer to Zoom documentation for further details.

Note: Please be aware that it's not possible to link a single Zoom account to multiple Outreach instances. If you connect your Zoom account to the sandbox first and then to the production environment, the most recent connection will take precedence.

Frequently Asked Questions

Q: As a user, I can’t connect Zoom and Outreach from my Outreach calendar settings. Modal is offering a request to pre-approve.

A: This means that your Zoom admin must pre-approve “Outreach Meetings” app in the Zoom Marketplace before it can be connected. Select request pre-approve to send a request to your Zoom admin. They'll receive a notification from Zoom with your request. A person pre-approving the app in the Zoom marketplace doesn’t need to have an Outreach account.

Q: Outreach admin enabled Zoom for the organization but my meetings do not contain Zoom links.

A: Once the admin enables Zoom, every user needs to connect their Outreach and Zoom account. This can be done in Personal settings > Calendar > Video conferencing.

Q: How can an organization track the number of users who connected the Zoom?

A: Zoom offers a count and user names for those who have installed the Outreach Meeting app, indicating that these users have established a connection with Zoom Calendar integration and Outreach. This data is available to Zoom administrators through the Zoom Marketplace Admin dashboard. How to access Zoom Marketplace Admin dashboard.

Q: As a user, I connected Zoom in Outreach Calendar settings but Zoom links are not being attached to meetings scheduled via public calendar and Zoom is not automatically pre-selected as a videoconferencing method for meetings directly scheduled with Outreach.

A: To support the case above, Zoom needs to be added as your Default video conferencing app. You can set up Zoom as your default videoconferencing app in Personal settings > Calendar > Default videoconferencing app. If you are scheduling the meeting on someone’s behalf, their Zoom needs to be connected to Outreach, otherwise, you won’t be able to schedule the meeting on their behalf.

Q: As a user, I connected Zoom in Outreach Calendar settings but I don’t want Zoom links to be primarily attached to meetings scheduled via public calendar. Zoom should not be automatically pre-selected as a videoconferencing method for meetings directly scheduled with Outreach.

A: To support above, Zoom should not be set as your Default video conferencing app. You can set up your default videoconferencing app in Personal settings > Calendar > Default videoconferencing app.

Q: If the organization’s Outreach admin enables the integration for their org, can every Outreach user start using Zoom?

A: No. Users need to first connect their Outreach and Zoom account. This can be done in the User's personal calendar settings.

Q: Will Outreach add Zoom links only to meetings scheduled with Outreach?

A: Yes, Outreach will only add links to meetings that are scheduled with Outreach (Outreach app or Outlook add-in/Gmail extension or Public Calendar).

If there were meetings created within Outreach before this feature was enabled - then those meetings will not be updated with the new link.
Outreach will not add links to meetings that are synced to Outreach.
Outreach will not add links to meetings that are synced in even if they are later updated within the Outreach calendar.

Q: When will the meeting links be generated?

A: Once a new meeting has been scheduled. This means that the reps will not see the meeting link or conference details before the meeting is actually scheduled.

Q: I have created the event, can I update the video conferencing option?

A: At the moment, no. Once the meeting is scheduled, it’s not possible to update the video conferencing method, even if “no video-conferencing” is selected.

Q: I saw the warning that a meeting was created but Zoom link couldn’t be added/ I received the email with such a warning.

A: Add dynamic link manually outside of Outreach. To resolve this, go to Personal Settings > Video Conferencing > Click the three dots on the Zoom tile > Reconnect (if you organized the meeting). If you scheduled the meeting for someone else, inform them to reconnect Zoom in their settings.

Q: I am getting “Multiple video conferences detected” OR “Empty variables detected” warnings when trying to send invites. How can this be avoided?

A: This dialog prevents sending the meeting invites with multiple different meeting links. To prevent the display of this warning message, you can opt to select the "Got it! Always auto-remove my Personal meeting room when I pick a video conferencing." option. This action will result in the automatic removal of static meeting variables from meeting invitations, ensuring the consistent utilization of the Zoom link integrated by default.

Other option how to avoid that is to reach out admins and request a review of the meeting types. Outreach recommends creating duplicated of meeting types with and without {{sender.conference_url}} or {{sender.conference_details}} variables. Or removing the {{sender.conference_url}} or {{sender.conference_details}} variables if they should no longer be used.