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How to enable the Zoom virtual meeting integration in LibCal

If your institution has a Zoom Pro, Business, or Enterprise account of its own, you can choose to enable the Zoom virtual meeting integration with LibCal. With this integration enabled your staff can schedule virtual appointments with patrons via the Appointments module. Additionally, you can create online calendar events that will automatically generate Zoom meeting links (that are shared only with event attendees). 

Please note that:

  • Your institution must have its own Zoom license for this integration.
    • Don’t have an institutional Zoom license? We may be able to help -- please email our Sales team. 
  • Once enabled, the option for setting an online location for an event via Zoom will be available automatically.
    • Each event using an online location via Zoom must then be connected to a valid Zoom account manually.
    • Each event using this option will have a Zoom meeting created automatically after creating the event in LibCal.
  • Once enabled, users using the Appointments module will need to have their LibCal account connected to their Zoom account and be added to an Appointments location that supports online meetings before they can host online appointments.

Before you begin

Your institution must have a Zoom account that includes access to their API, such as Zoom Pro (the free Basic account does not have access to the Zoom API).

An admin for your institutional Zoom account will need to obtain the account's API key and secret to connect it to LibCal, which they can do with the following steps

  1. Visit the Zoom App Marketplace.
  2. From the Develop menu, select Build App. (If you're not already logged in, you'll be prompted to sign in to your Zoom account.)

Selecting Build App from the Develop menu

  1. From the Choose your app type menu, find the JWT option, and click on its Create button.

The Create button in the JWT panel

  1. When prompted, give your new app a name.
  2. Select Account-level app as the App Type.
  3. Disable the Intend to publish this app on Zoom Marketplace option.
  4. Click the Create button.

JWT app settings

  1. Lastly, follow the steps in the Zoom JSON Web Tokens (JWT) documentation to finish setting up your app and generate your keys.

Adding your API keys

Once you have obtained the API key and secret for your institution's Zoom account, the next step is to enter them into your LibCal Integration settings. This can be done by any LibCal Admin-level user.

  1. Log into LibCal and go to Admin > Integrations.
  2. In the Zoom: Online Events & Meetings box, enter your Zoom API Key and Zoom API Secret in the provided fields.
  3. Click the Test & Save Zoom Credentials button.

The Zoom API key and Zoom API secret fields 


Enabling Zoom online meetings for Appointments

Once you've saved your API key and secret, you can then connect the LibCal accounts of your users with the Appointments module enabled to a Zoom account. This can be done in bulk by an Admin or for an individual user via the Integrations tab of their Appointment module.

After connecting your user accounts to Zoom accounts, you will need to create a new, or edit an existing, Appointments location to use the Online Meeting Type. Users must be assigned to a location that is set to Online for the integration to be active.

Note: the email tags for displaying the Zoom meeting URL -- {{{ONLINE_JOIN_URL}}} and {{{ONLINE_START_URL}}} -- will not be included in customized personal appointment scheduler email notifications automatically. We recommend restoring the default email templates for your account or customizing your templates to include the new tag before you begin to book online appointments. For more information on customizing email tags, see the Customize your personal appointment scheduler email notifications FAQ.

Add or change the Zoom account associations for Appointments-enabled user in bulk

  1. Go to Admin > Appointments.
  2. Click on the Online Meetings tab.
  3. In the Appointment Users & Online Meetings box, click the Bulk Connect Users button. 
    • When this button is pressed, the system will try and link each LibCal user account with Appointments enabled with an associated Zoom email address by using the email address of their LibApps account. 
    • The results of the bulk connection process will be displayed during and after the process has run to completion. If an account could not be linked to a corresponding Zoom email account it means the system was unable to find an association between the two.
  4. If you want to remove the Zoom account association for a user that does not need to have it enabled, click the Disconnect () icon in the Actions column for their account.
  5. If you want to manually connect a user to a Zoom account, click on the Connect () icon in the Actions column for their account.
    1. Any users that are connected to a Zoom account will have the email address of the account and a 'Connected' label in the Zoom Email column.

The Online Meetings tab

  1. On the Connect to Zoom modal input the email for the Zoom account in the Zoom account field.
    • This field will be pre-filled with the email address for the user's LibApps account, but you can input any Zoom account's email address.
    • Multiple users can share the same Zoom account email address.
      • For example, if you have a Zoom account under reference@yourlibrary.org, you can enter that for multiple users. When those users start an individual Zoom session, that is the Zoom account that will be used.
      • However, please keep in mind that only one user will be able to use that Zoom account at one time.
  2. Click the Connect to Zoom button.

The Connect to Zoom modal for an account

Add or change the Zoom account associations for an individual Appointments-enabled user

In addition to Admins managing account associations, Regular users with Appointments enabled can also manage their Zoom account integration on their own -- as can an Admin managing another user's Appointments settings.

  1. Log into LibCal and go to Appointments.
  2. Click on the Integrations tab.
  3. Under the Integrations tab, scroll down to the Zoom: Online Meetings box and enter the email address for the Zoom account you want to use in the Zoom Email field.
  4. Click the Connect to Zoom button.

The Connect to Zoom button for an individual user

  1. Once an account is successfully connected to a Zoom account, a "Connected to Zoom" message will be displayed in this box.
  2. You can disconnect the account from Zoom by clicking the Disconnect button.

The Disconnect from Zoom button for an individual user

Setting the Meeting Type to Online for a location

Once your Appointments users have been connected to Zoom accounts, they can begin offering online appointments by adding availability to a location that has a Meeting Type of Online. Only the appointments that are booked with a user from an Online location will have the Zoom meeting created and sent to the patron making the booking.

For more information on creating or editing a location's Meeting Type, see the Create and manage appointment locations and groups FAQ.


Using the Online Event via Zoom location for events

Once you've saved your API key and secret, you will be able to use the Online Event via Zoom Event Location option for any events that you create. The Zoom integration for event locations is enabled automatically and can be used for any event that requires registration. 

Note: the email tag for displaying the Zoom meeting URL -- {{{ONLINE_JOIN_URL}}} -- will not be included in customized email templates for a calendar automatically. Nor will the {{online_event}} template tag be included in customized Daily List View & Monthly/Weekly Calendar templates automatically.

We recommend restoring the default templates for your calendar(s) or updating your custom templates to include the new tag before you begin to create online events.

For more information on customizing email templates and the Daily/List & Monthly Weekly Calendar template, see the Customizing a calendar's email templates and Customizing the calendar templates FAQs.

To set up an online event via Zoom:

  1. Choose Online Event via Zoom for the Event Location.
  2. Enter the Zoom email account below which will be used to create the meeting in the Zoom Email field.
  3. If LibCal detects a valid Zoom account, a success message will be displayed.

The Online Event via Zoom option for event locations

Learn more


Disabling the Zoom virtual meeting integration

Admin users can completely disable the Zoom virtual meeting integration for all users and events, while individual users (who have Appointments enabled) can disable the integration in their appointments settings. Not only will this stop the integration for all appointments and events, but it will also prevent users from setting up the integration for their accounts in Appointments.

Learn more

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