Overview
The Zoom App integration lets Untap Platform admins connect a Zoom account so that Zoom meeting links are generated automatically whenever a session is booked. Once connected, every booking — whether created by an admin on a participant's behalf, or created directly by a participant — includes a Zoom meeting URL in the session details and in the calendar invitations sent to everyone involved.
This guide covers three things: adding (connecting) the Zoom account, using the integration day-to-day as an admin and as a participant, and removing (disconnecting) the Zoom account.
1. Adding the App — Connecting Your Zoom Account
Use case: an admin links their organization's Zoom account to Untap so the platform can automatically create Zoom meetings for bookings, instead of hosts and participants having to create and share meeting links manually.
Prerequisites: an active Zoom account, and admin-level access to the Bookings module in Untap.
From the Bookings module, open Setup in the top navigation.
Select the Settings tab, then General Settings.
Under Video Conference Integration, find Zoom and select Connect.
Sign in to Zoom when prompted and approve the permissions Zoom requests for Untap. You're returned to the Settings page once authorization completes.
The Zoom row now shows a Connected status along with the linked Zoom account's email address.
Setup → Settings → General Settings: Video Conference Integration panel, showing Zoom connected.
Note: Only one video conferencing provider (Zoom, Google Meet, or Microsoft Teams) can be active at a time. Connecting Zoom while another provider is active replaces that provider for future bookings. |
Having trouble connecting? See Troubleshooting below, or contact us at [email protected].
2. Usage
2.1 Admin: Booking a Session on Behalf of a Participant
Use case: an admin schedules a session for a participant with a host directly from the Participants list, without the participant needing to book it themselves.
Prerequisites: Zoom must be connected (see Section 1), and at least one host with configured availability.
Open Participants in the Bookings module.
Select the participant you want to book a session for.
In the bulk actions bar, select the booking icon.
Choose Book Host, then select the host, date, and time.
Confirm the booking.
Participants list — selecting a participant and starting the booking action.
Guided booking workflow: select host, date, and time.
Once confirmed, Untap automatically generates a Zoom meeting link, adds it to the session details, and sends calendar invitations containing the link to the host, the participant, and the admin.
Admins can view, edit, or cancel any booking afterward from the Bookings tab.
Bookings tab — managing and cancelling existing bookings.
2.2 Participant: Booking a Session with a Host
Use case: a participant browses available hosts and books a session themselves, without admin involvement.
Prerequisites: Zoom must be connected on the admin side, and the host the participant chooses must have availability configured.
From the Bookings menu, the participant browses the list of available hosts.
They select a host's profile and choose Book a Session.
They pick an available date and time slot based on the host's real-time availability.
They complete and confirm the booking.
Participant view: browsing available hosts to book a session.
Host profile with real-time availability and the Book a Session action.
Guided date/time selection during the booking flow.
As with admin-initiated bookings, Untap automatically generates a Zoom meeting link once the booking is confirmed and sends a calendar invitation containing that link to the participant, the host, and the connected account admin. Participants don't need to do anything in Zoom itself — the meeting link works directly from the calendar invite or the session details in their account.
3. Removing the App — Disconnecting Your Zoom Account
Use case: an admin wants to stop using Zoom for future bookings, either to switch providers or to revoke Untap's access to their Zoom account.
From the Bookings module, open Setup → Settings → General Settings.
Under Video Conference Integration, find the Zoom row and select Disconnect.
Confirm the disconnection when prompted.
What happens when you disconnect:
Untap's access token for your Zoom account is revoked immediately, and the stored connection details (linked account email and access token) are deleted from Untap's systems.
New bookings will no longer generate Zoom meeting links automatically until Zoom (or another provider) is reconnected.
Bookings that already have a Zoom link generated, and calendar invitations already sent, are not retroactively changed or removed — only future bookings are affected.
No Zoom meeting content (recordings, chat, etc.) is ever stored by Untap; only the meeting URL is kept as part of the booking record for session history.
Troubleshooting
Connect button doesn't respond: Refresh the Settings page and try again. Make sure you're logged into Zoom with the account you intend to connect before clicking Connect.
Wrong Zoom account connected: Disconnect the current account (see Section 3) and reconnect with the correct one.
Zoom link missing from a booking: Confirm the Zoom row in Setup → Settings → General Settings still shows Connected. If it shows Disconnected, reconnect it — new bookings made while disconnected won't have a Zoom link.
Still stuck? Email us at [email protected].
Need help? Contact support at [email protected].