Springshare Help Center

LibCal uses the Zoom online meeting platform to facilitate online events and appointments. Before you can begin using Zoom within LibCal, the owner/admin Zoom account for your institution will first need to install and authorize the LibCal app from the Zoom App Marketplace.

Once your Zoom owner/admin has installed the LibCal app from the Zoom App Marketplace, a LibCal admin must next activate the option in your LibCal Integration settings. The last step in the process is for each user to authorize the Zoom app in their LibCal user account settings, using a unique Zoom user account within your main organizational account (Zoom accounts cannot be shared for the authorization). See details about adding Zoom users from Zoom Support.

Step 1. Install the app from the Zoom App Marketplace

The owner/admin Zoom account for your institution must complete the steps below:

1. Visit the Zoom App Marketplace and sign into your Zoom account.
2. In the Search a published app field (top of the page), search for LibCal and click on it in the results list.

3. On the app's overview page, click on the Add button.
   1. Zoom Admins adding the app, may need to configure the app permissions for use of the app.

Note: If you see the Request pre-approve option, this means you do not have permission to install the app for your organization. Click the Request pre-approve option to send a request to your Zoom owner/admin.

Step 2. Activate the Zoom integration in LibCal

After the Zoom app has been installed, a LibCal Admin needs to activate it within LibCal.

1. Go to  Admin > Integrations.
2. Click on the Online Appointments & Events tab.
3. In the Zoom panel, set Activate Online Meetings with Zoom to Active.
4. Click the Save Settings button.

Step 3. Connect a LibCal user account to their Zoom account

When you authorize the Zoom integration for your LibCal account, you are giving it permission to connect to your LibCal account for use with online appointments and events.

1. Log into LibCal and click on your email address in the navigation bar.
   • Regular-level users can also click on Profile in the navigation bar, while Admin-level users can edit their account via the Accounts page under the Admin menu.
2. Click on the Integrations tab of your Manage Account page.
3. ​In the Zoom: Online Appointments & Events panel, click on the Authorize with Zoom account button and follow the prompts to link your LibCal account to a unique Zoom account.
   • If you are already logged into Zoom, you'll automatically authorize using whatever account you're currently logged into. You may want to go to Zoom.us first to log out if needed to ensure you authorize with your own unique Zoom account and not someone else's or a shared account that is already linked to a different LibCal user.

Can we share Zoom accounts?

You cannot share Zoom accounts for the authorization process. Only one Zoom account can be attached to a specific LibCal user at a time. If you authorize using a Zoom account/email address that someone else is currently using, that person's authorization will be removed, which causes problems for their upcoming online Events and Appointments and prevents them from creating new Zoom meetings. If needed, a Zoom account owner/admin can add more Zoom user accounts to your main organizational account so everyone has their own unique account.

You can, however, assign the same Meeting Organizer for online events, which effectively allows you to share a single Zoom account—as long as the meetings do not overlap. This is not ideal but can work if you're unable to add more user accounts in Zoom. Here's how this would work:

• Authorize a single LibCal account with your shared Zoom account. This could be a shared/generic LibCal account, or attached to a specific person.
  • Remember, do not use this same Zoom account to authorize any other LibCal accounts.
• When creating events, someone can be the Event Owner but then assign the LibCal account that has Zoom authorized as the Online Event via Zoom: Meeting Organizer.
• When it's time for the meeting, whoever is presenting will log into the shared Zoom account to start the meeting.

Learn more about online events & appointments

• Event Calendars: How to create online and hybrid (in-person and online) events
• Appointments: How to schedule virtual meeting appointments with patrons using Zoom

Disconnect the Zoom integration for all users & events

Admin users can completely disconnect the Zoom virtual meeting integration for all users and events. Not only will this stop the integration for all appointments and events, but it will also prevent individual staff users from setting up the integration within their Appointments settings.

1. Go to Admin > Integrations.
2. Click on the Online Appointments & Events tab.
3. In the Zoom panel, set Activate Online Meetings with Zoom to Inactive.
4. Click the Save Settings button.

Deauthorize the Zoom integration for a single user

A user can turn off the Zoom integration at any time. This will prevent that user from scheduling future meetings or events with Zoom. However, it will not cancel existing events or appointments that were previously scheduled.

1. Log into LibCal and click on your email address in the navigation bar.
2. Click on the Integrations tab.
3. In the Zoom panel, click on the Remove Authorization button.

Remove the LibCal Zoom app for your organization

The main Zoom account for your institution can remove the LibCal app from the Zoom App Marketplace. 

Note: This will disconnect the Zoom integration for all users. For more info on managing installed apps, see Zoom's Managing Zoom Marketplace documentation.

1. Visit the Zoom App Marketplace and sign into your Zoom account, and click on Manage.
2. Click on Added Apps and locate the LibCal app.
   • Or, in the Search a published app field (top of the page), search for LibCal and click on it in the results list.
3. Click on the Remove button.