Zoom Integration
How to connect, use, and remove the Foundation CRM Meetings app for Zoom.
Adding the App
Before you begin
- A Zoom account with a licensed plan. A licensed host is required for meetings longer than 40 minutes and for cloud recording.
- Administrator access to your Foundation CRM site.
Steps
- Log in to your Foundation CRM and go to Dashboard → Foundation CRM → Meeting Locations.
- Find the Zoom Meeting card and set Enabled to on.
- Click Authorize. You will be redirected to Zoom.
- If prompted, log in to the Zoom account that should host your CRM meetings.
- Review the permissions requested and click Allow. The requested permissions are:
- View your Zoom profile, including your Personal Meeting Room link
- Create, update, and delete meetings on your behalf
- View meetings and their participants
- View cloud recordings
- You are returned to the CRM. The Zoom card now shows Authorized, and your Personal Meeting Room link is filled in automatically.
Note: the app is connected by authorization from inside the CRM — there is nothing to install from the Zoom Marketplace directly. Once authorized, the app appears under Zoom App Marketplace → Manage → Added Apps on your Zoom account.
If you have trouble, see the Troubleshooting section below or contact support.
Usage
Booking a Zoom meeting for an event
- Create or edit an event in the CRM and set its Location to Zoom Meeting.
- Choose one of two modes:
- Use Personal Meeting Room (checked): every event uses your own Personal Meeting Room link. Best for standing meetings, office hours, or drop-in sessions. These events are not booked as separate Zoom meetings and are not captured for recordings.
- Use Personal Meeting Room (unchecked, recommended): the CRM creates a dedicated Zoom meeting for the event with its own link, meeting ID, and passcode. Each event gets a unique meeting. Multi-date events are created as a single recurring Zoom meeting — one link for all dates.
- Publish the event. The meeting is created (or updated) automatically, and the join link appears with the event details and in meeting communications.
Changing an event
Edit the event (time, date, topic) and publish. The existing Zoom meeting is moved to match — same meeting link and ID — so previously shared links keep working. Republishing an unchanged event requires no action from you.
Automatic recording
On the Zoom Meeting card, Automatic Recording controls how CRM-booked meetings record:
- Do not record — no recording.
- Record to the host's computer — the recording lands in the host's local Zoom recordings.
- Record to the cloud (default) — the recording is stored in Zoom's cloud. Required for automatic recording links and attendee capture. Cloud recording requires a licensed host.
Automatically send recordings
When enabled, after a CRM-booked meeting's cloud recording completes, attendees are logged against the event and emailed the recording link.
Ongoing maintenance
Nothing is required of you. The CRM silently refreshes its Zoom connection weekly. If the connection ever needs attention, the Zoom card shows Authorization failed — click Re-authorize to restore it.
Removing the App
To disconnect the app from your Zoom account:
- Log in to your Zoom account and navigate to the Zoom App Marketplace.
- Click Manage → Added Apps or search for the "Foundation CRM" app.
- Select the "Foundation CRM" app.
- Click Remove.
Implications of removal
- The CRM can no longer create or update Zoom meetings. Events with a Zoom location will fail to book until the app is re-authorized.
- Automatic recording links and attendee capture stop immediately.
- Existing Zoom meetings are not deleted or cancelled — they continue to exist on your Zoom account with their original links.
How your data is handled
- The app stores only: your Zoom user profile basics (name, email, Personal Meeting Room link), the meetings it created (IDs and join links), and its own access credentials. All of this is stored in your own CRM, not on RAVID Enterprises servers.
- On removal, the app's credentials become invalid immediately. The stored references (meeting IDs, join links) remain in your CRM as part of your event records and can be removed by editing those events.
- To have your site's registration deleted from the RAVID Enterprises integration relay, contact support and include your site URL.
Re-adding the app
Simply click Authorize on the CRM's Zoom Meeting card again — no support ticket required.
Troubleshooting
| Problem | Cause and fix |
|---|---|
| Zoom shows "Something went wrong" during authorization | You are signed in to a Zoom account the app isn't available to — most commonly because the app is being rolled out to customers gradually, or you are signed in as a different account than intended. Sign out of Zoom, sign back in as the correct account, and try again. If it persists, contact support for access. |
| The CRM shows Authorization failed | Click Re-authorize on the Zoom Meeting card. If it fails repeatedly, contact support. |
| A booked meeting isn't in my Zoom dashboard | Check whether the event used Use Personal Meeting Room — personal-room events are intentionally not created as separate meetings. |
| Meetings end after 40 minutes | The hosting Zoom account is on a free/basic plan. Upgrade to a licensed plan. |
| No recording link after a meeting | Cloud recording requires a licensed host and Automatic Recording set to Record to the cloud. Verify both. Recordings also take a few minutes after the meeting ends to process. |
| The meeting time doesn't match the event | Edit the event and publish again — the meeting moves automatically. If it still doesn't match, contact support. |
| The Zoom authorization page opens but asks for nothing | Normal. If the CRM is already authorized, Zoom skips the prompts and returns you directly. |
FAQ
- Which Zoom account hosts the meetings?
- The account that authorized the app in the CRM. All CRM-booked meetings are hosted by that account.
- What if I need to change the Zoom account?
- To switch the Zoom account your CRM uses: log out of Zoom in your browser, then click Re-authorize and sign in with the new account. Meetings created under the old account keep working but their recordings will no longer flow into the CRM.
- Do attendees need Zoom accounts?
- No. Attendees simply click the join link.
- Can different CRM users host their own meetings?
- The CRM holds one Zoom connection per site. To change hosts, re-authorize while logged in to the desired Zoom account — future meetings will be hosted there.
- Why didn't Zoom ask me to log in or approve anything?
- If you've previously authorized the app, or are already signed in to Zoom, Zoom skips those steps. This is expected.
- Does the app send marketing email?
- No. The app sends no marketing or newsletter email. The only emails are functional — recording notifications (if enabled) and administrative alerts to site operators.
- How do I stop the alert emails?
- Alerts are sent to your site administrator only when the Zoom connection needs attention. Restoring the connection (Re-authorize) stops them.
Contact Support
- Support portal: https://my.RAVIDEnterprises.com
- Email: Preferred to file a ticket through the support portal, however, support can also be requested at support@RAVIDEnterprises.com — first response within 1 business day
- Hours: 8-5, M-F, Pacific Time
- Knowledge base: https://www.ravidenterprises-com-mttu.staging.ravidenterprises.com/foundation-crm
When reporting a Zoom issue, include your CRM site URL and the event name — it helps us find the exact meeting.