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Integrating Zoom with Breakout Calendar

Connect Zoom to Breakout Calendar so meetings booked through your Breakout event types automatically include a Zoom meeting link.

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Written by Sachin Gupta

The Breakout Calendar Zoom integration allows hosts to automatically create Zoom meetings for bookings made through Breakout Calendar. When Zoom is selected as the conferencing provider for an event type, eligible new bookings receive a Zoom meeting link.

Prerequisites

Before connecting Zoom, confirm that:

  • You have an active Breakout Calendar account.

  • You have an active Zoom account.

  • Your Zoom account is permitted to install apps from the Zoom App Marketplace.

  • If your organization restricts Marketplace app installation, your Zoom administrator has approved the Breakout Calendar app.

  • You are signed in to the Zoom account that you want to use for meetings created through Breakout Calendar.

Adding the App

You can connect Zoom from Breakout Calendar or from the Zoom App Marketplace.

Option 1: Connect Zoom from Breakout Calendar

  1. Sign in to the Breakout dashboard at https://dashboard.getbreakout.ai.

  2. Open Settings > Calendar.

  3. Select Breakout Calendar.

  4. Click Open Scheduling Dashboard.

  5. In Breakout Calendar, open Apps or App Store.

  6. Search for Zoom.

  7. Open the Zoom Video app page.

  8. Click Install, Connect, or the equivalent authorization action displayed.

  9. Sign in to Zoom if prompted.

  10. Review the Zoom permissions requested by Breakout Calendar.

  11. Click Allow to authorize the integration.

  12. After you are redirected to Breakout Calendar, confirm that Zoom Video appears in your installed conferencing apps.

Option 2: Connect Zoom from the Zoom App Marketplace

  1. Sign in to the Zoom App Marketplace at https://marketplace.zoom.us.

  2. Open the Breakout Calendar app listing.

  3. Click Add or Visit Site to Add, depending on the option displayed.

  4. Sign in to Breakout Calendar if prompted.

  5. Continue to the Zoom integration page at https://cal.prod.meaku.ai/apps/zoom.

  6. Sign in to the Zoom account that you want to connect, if prompted.

  7. Review the permissions requested by Breakout Calendar.

  8. Click Allow to authorize the app.

  9. After Zoom redirects you to Breakout Calendar, confirm that Zoom Video appears in your installed conferencing apps.

Using the Zoom Integration

Create Zoom Meetings for an Event Type

  1. Sign in to Breakout Calendar.

  2. Open Event Types.

  3. Select the event type that should use Zoom.

  4. Open the event type’s setup or basic settings.

  5. Find the Location setting.

  6. Select Zoom Video.

  7. Save the event type.

New bookings made through that event type will automatically include a Zoom meeting link.

Depending on the booking and notification settings, the Zoom link may appear in:

  1. The booking confirmation page.

  2. The host’s calendar event.

  3. The attendee’s calendar invitation.

  4. Booking confirmation emails.

Changing an event type to use Zoom does not necessarily update bookings that were created before the change.

Team and Round-Robin Event Types

For team or round-robin event types, select Organizer’s default app if Zoom Video is not shown directly in the location menu.

Each host who may be assigned to the event must:

  1. Connect their own Zoom account to Breakout Calendar.

  2. Set Zoom Video as their default conferencing app.

If an assigned host has not connected Zoom, Breakout Calendar may be unable to create a Zoom meeting for that host’s booking.

Set Zoom as Your Default Conferencing App

  1. Open your installed conferencing apps in Breakout Calendar.

  2. Find Zoom Video.

  3. Set Zoom Video as your default conferencing app.

  4. For each event type that should use the default provider, set the location to the organizer's default conferencing app.

3. Set Zoom Video as your default conferencing app.

4. For each event type that should use the default provider, set the location to the organizer's default conferencing app.

Confirm the Integration Is Working

To test the integration:

  1. Open the public booking link for an event type configured to use Zoom.

  2. Complete a test booking.

  3. Review the booking confirmation, calendar invitation, and confirmation email.

  4. Confirm that they contain a Zoom meeting or join link.

  5. Open the link and confirm that it points to the expected Zoom meeting.

You may cancel the test booking after confirming that the integration works.

Removing the App

Removing or disconnecting the Zoom integration prevents Breakout Calendar from using the associated authorization to create or manage Zoom meetings.

Option 1: Disconnect Zoom from Breakout Calendar

  1. Sign in to Breakout Calendar.

  2. Open your installed conferencing apps.

  3. Find Zoom Video.

  4. Open the app’s actions menu.

  5. Select Disconnect, Remove, or the equivalent action displayed.

  6. Confirm the removal.

When available, removing the app through the Zoom App Marketplace is the recommended way to confirm that authorization has been revoked at Zoom.

Option 2: Remove Breakout Calendar from Your Zoom Account

  1. Sign in to the Zoom App Marketplace at https://marketplace.zoom.us.

  2. Click Manage in the upper-right corner.

  3. Select Added Apps from the menu on the left.

  4. Find and select Breakout Calendar.

  5. Click Remove.

  6. Select a reason for removing the app, if requested.

  7. Click Remove again to confirm.

After removal, Zoom revokes the app’s authorization. Breakout Calendar will no longer be able to use that Zoom connection to create or manage meetings.

Effects of Removing the App

After the integration is removed:

  • Breakout Calendar will no longer create new Zoom meetings using the removed connection.

  • Event types that still use Zoom Video may need to be updated to another location or conferencing provider.

  • Existing Zoom meetings are not automatically deleted solely because the integration is removed.

  • Existing bookings and calendar invitations may continue to display previously generated Zoom meeting links.

  • Links to existing meetings remain subject to the meeting status and settings in Zoom.

User Data After Removal

When the Zoom integration is removed, Breakout Calendar deletes or invalidates the stored Zoom authorization tokens used to access Zoom on the user’s behalf.

Breakout Calendar may retain information associated with bookings created before removal, including:

  • Booking records.

  • Event history.

  • Zoom meeting URLs.

  • Zoom meeting IDs.

  • Meeting passwords or passcodes.

  • Host and attendee information associated with a booking.

This information may be retained for booking history, auditability, calendar consistency, security, legal compliance, and customer support, in accordance with Breakout Calendar’s privacy policy and data-retention practices.

Removing the app from Zoom does not automatically delete:

  • Historical Breakout Calendar booking records.

  • Existing calendar events.

  • Previously created Zoom meetings.

To request access to or deletion of retained Breakout Calendar data associated with the Zoom integration, email [email protected] or contact your Breakout Account Manager. Requests are processed in accordance with applicable law, contractual obligations, and Breakout Calendar’s data-retention policies.

Troubleshooting

I Cannot Add or Authorize Zoom

Try the following:

  1. Confirm that you are signed in to the correct Zoom account.

  2. Confirm that your Zoom administrator permits Marketplace app installations.

  3. If Zoom reports that the app is blocked or requires preapproval, contact your Zoom administrator.

  4. Return to https://cal.prod.meaku.ai/apps/zoom and restart the connection process.

  5. Confirm that third-party cookies or pop-up restrictions are not preventing the authorization flow.

  6. Sign out of Zoom, sign back in, and try again.

If the problem continues, email [email protected] or contact your Breakout Account Manager.

A Booking Did Not Create a Zoom Meeting

Confirm that:

  1. Zoom Video appears as connected in Breakout Calendar.

  2. The event type location is set to Zoom Video or Organizer’s default app.

  3. If the organizer’s default app is used, the assigned organizer has set Zoom as their default conferencing provider.

  4. The assigned host has connected their own Zoom account.

  5. The connected Zoom account is permitted to schedule meetings.

  6. The Zoom authorization has not been revoked or expired.

If necessary, remove the Zoom connection, reconnect it, and create another test booking.

The Wrong Zoom Account Was Used

  1. Disconnect Zoom from Breakout Calendar.

  2. Sign out of all Zoom accounts in the browser.

  3. Sign in to the Zoom account that should host the meetings.

  4. Reconnect Zoom from Breakout Calendar.

  5. Create a test booking to confirm the correct host account is being used.

The Zoom Link Is Missing from the Calendar Invitation

Confirm that the meeting link was created successfully in the Breakout Calendar booking record. Also confirm that the event type and notification settings are configured to include the conferencing location in calendar invitations and booking emails.

FAQ

Does each Breakout user need to authorize Zoom separately?

Yes. Each user who wants to host Zoom meetings through Breakout Calendar must connect their Zoom account.

Will attendees need a Zoom account?

Usually not. Attendees can generally join using the Zoom link generated for the booking. However, a Zoom account may be required if the host’s Zoom settings require authenticated users

Does disconnecting Zoom delete existing Zoom meetings?

No. Disconnecting or removing the integration does not automatically delete meetings that were previously created in Zoom.

What happens to event types that are configured to use Zoom?

They remain configured with their existing location until they are edited. However, new bookings may fail to receive a conferencing link if the required host no longer has a valid Zoom connection.

Can I reconnect Zoom after removing it?

Yes. Return to the Breakout Calendar app store, select Zoom Video, and complete the authorization process again.

Contact Support

For support with the Breakout Calendar Zoom integration:

  • Email: [email protected]

  • Enterprise Account support: Contact your Breakout Account Manager

When contacting support, include your Breakout Calendar account or organization name, the affected event type, the approximate booking time, and any error message shown. Do not send Zoom passwords or sensitive authentication credentials.

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