Note: The 'Create Events' permission within Heartbeat is required to set up your Zoom integration. If you're having trouble setting up Zoom, it may be that your Community's Administrator has not given you access to event creation within Heartbeat. You can check these permissions by visiting Settings > People > Roles.
Install the Zoom Integration
From your HB account, visit Settings > System > Integrations.
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Toggle on the Zoom button.
You will be redirected to Zoom's website to login.
Once you have successfully logged into your Zoom account, you will be redirected back to Heartbeat
Your Zoom account should now be connected to your Heartbeat account
Using the Integration
Event Creation
Requires the 'Create Events' permission within Heartbeat.
With Heartbeat's Zoom integration, you can easily create events with an associated Zoom link and share them within your community. These events will also show up under your meetings in Zoom. The meeting is created in the Zoom account of the admin who creates the event, so an event created by another admin shows up in their Zoom, not yours. In addition to one-off event, you can also create recurring events and private events (limiting invites to specific people).
To create events with Zoom links, simply navigate to the Events page within Heartbeat and click the "Create Event" button in the top right corner of your screen. There, you'll see a form where you can customize your event. Set Location to Zoom, and Heartbeat adds the Zoom link to the event when you click Create.
Join Call Links for Community Members
Once you've created your first Zoom meeting, your community's members will be able to visit the link through Heartbeat's Events page. By clicking on an event, they'll be able to see all the event's information, including the zoom link for the given event (shown below).
Event Recordings & Attendance
Requires the 'Create Events' permission within Heartbeat to view attendance.
After the event's scheduled end time, a View Recording button appears on the event page once the Zoom cloud recording has synced. Click it, then click Watch Recording to open the recording in Zoom. If the recording has a passcode, it's shown under the recording.
To see who attended, open the event, click Event Details, and select the Attended tab under Guests.
To see how long each member spent in the call, stay on the Attended tab, click the icon in the top right of Guests, and select Export Attended. The CSV includes each member's time in the call, in minutes.
Uninstallation
To uninstall Zoom, go to Settings > System > Integrations, scroll down to the Zoom section, and turn off the switch. This disconnects Heartbeat from your Zoom account.
Login to your Heartbeat Account
Visit Settings > System > Integrations
Scroll down until you see the Zoom section
Click the switch (shown below)
Your Heartbeat account should now be successfully disconnected from Zoom.
Troubleshooting
My events aren't appearing in Heartbeat after they're been created
Generally this is indicative of a faulty Zoom integration. To reset your Zoom connection, follow the steps above to uninstall and re-install Zoom. Afterwards, you should be able to create Zoom events normally. If the problem persists, please reach out to Support team.
I can't see Event Attendees for my Zoom events
The likely cause for this is that your community administrator has not given your role the 'Create Events' permission. Reach out to your community lead to remedy this, then open any past event and click Event Details to see who attended.
I don't see my Zoom Recording in Heartbeat
Currently, Heartbeat only shows Zoom Recordings that have been stored in Zoom's cloud and does not have the ability to access locally recorded Zoom meetings.
To ensure Zoom meetings are recorded in the future, you can adjust your Zoom Account setting at zoom.us to ensure all calls are automatically recorded & saved to Zoom's cloud.
Frequently Asked Questions
Can I use more than one Zoom account? How can my moderators use their own Zoom? As long as the members creating the Events have the "Create Events" permission, they will be able to integrate Zoom with Heartbeat. Then, each person can create their own Event attached to their specific Zoom account. It's not possible to use multiple Zoom accounts for the same Event, however.
Can I connect the same Zoom account to more than one community? Yes. The connection is shared across communities, so disconnecting Zoom in one community disconnects it in all of them. After that, reconnect Zoom in each community where you create Zoom Events. Most Zoom plans also only let one account host one meeting at a time, so avoid scheduling overlapping Events on the same Zoom account, even in different communities.
Can I use the same Zoom link for every session? When you choose Zoom as the location, each Event gets its own Zoom link. A recurring Event keeps the same link for every session. To use one link across different Events, create the Event with Custom as the location and paste in your Zoom link. Recordings aren't added automatically to Events with a Custom location, so share those with your members yourself.