Zoom Integration Guide

Schedule Zoom meetings for your school from the Wi3bit portal, hosted by any teacher in your Zoom account.

Overview

The Zoom app for Wi3bit connects your school's Zoom account to the Wi3bit portal. After a Zoom admin connects it once, authorized staff can schedule, edit, start and cancel Zoom meetings without leaving Wi3bit. Meetings are created in your own Zoom account, under the host you choose.

Requirements

A Wi3bit account for your school with the Communications module enabled.
A Zoom account. Connecting must be done by a Zoom account Owner or Admin, because the app schedules meetings for other users in the account.
In Wi3bit, the Connect & Manage Zoom Integration permission to connect Zoom, and the Create Online Meetings For Students permission for staff who schedule meetings. Wi3bit administrators assign these in role settings.

Adding the app (connecting Zoom)

Sign in to Wi3bit at app.wi3bit.com.
In the left sidebar, open Communications → Integrations and select the Zoom tab.
Click Connect Zoom.
Sign in to Zoom as an Owner or Admin of your Zoom account and review the requested permissions.
Click Allow. You are returned to Wi3bit, and the page shows Connected with the Zoom account name.
Optionally, set the Meeting timezone and click Save Changes. New meetings are scheduled in this timezone.

The Zoom Users list on the same tab shows who can host meetings and their license type. Staff are matched to Zoom users by email address, so use the same email in both systems. Click Refresh after adding users in Zoom.

Host pool (optional)

To run several classes at the same time without giving every teacher a Zoom license, add shared licensed Zoom accounts (for example class1@yourschool) to the host pool: switch on Host pool next to each account in the Zoom Users list and click Save Host Pool. Meetings can then be auto-assigned to a pool host that is free at that time, and the staff member who created the meeting can start it. You need as many pool hosts as classes running at the same time.

Using the app

Schedule a meeting

In the left sidebar, open Communications → Online Meetings.
Under New Meeting, enter the meeting title, date, start time and duration, and optionally an agenda.
Optionally, select the students the meeting is for.
Under Meeting Platform, choose Zoom and the Zoom Host: either Auto-assign from host pool (the default when a host pool is set up), or a specific user from your Zoom account. Wi3bit warns you if the chosen host already has a meeting at that time.
Click Create Meeting. The meeting is created in Zoom and appears in the meetings list.

If you selected students, you can notify them and their parents about the meeting from the meetings list.

A Zoom user can host one meeting at a time, so schedule parallel classes under different hosts. Hosts with a Basic (free) Zoom license are limited to 40-minute meetings.

Start or join a meeting

Start is shown to the meeting's host, to Zoom admins and, for host pool meetings, to the staff member who created the meeting. It opens Zoom signed in as the host.
Join opens the meeting as a participant.
Copy invite copies the date, join link, meeting ID and passcode to share with participants.

Edit or cancel a meeting

The host, the person who scheduled the meeting or a Zoom admin can click Edit to change its title, time, duration and agenda, and the change is applied in Zoom. Cancel meeting deletes the meeting from Zoom so it can no longer be joined. To change the host, cancel the meeting and create a new one.

Meeting status

Meetings show as Scheduled, In Progress, Ended or Cancelled. Status updates automatically when meetings start and end in Zoom. Use the filter to switch between upcoming and Past & Cancelled meetings.

Removing the app

You can remove the app in either of these ways. Both stop Wi3bit's access immediately and delete the stored Zoom tokens.

From Wi3bit: open Communications → Integrations, select the Zoom tab and click Disconnect.
From Zoom: sign in to the Zoom App Marketplace, click Manage → Added Apps, find Wi3bit and click Remove.

Meetings already scheduled remain in your Zoom account after removal. You can manage or delete them in Zoom. Meeting details stored in Wi3bit stay in your school's records until your school deletes them or asks us to.

Data and permissions

The app requests only the access it needs:

Read the connecting user's profile, to show which Zoom account is connected.
List users in the Zoom account (name, email, license type), so staff can choose meeting hosts.
Create, read, update and delete meetings, only for meetings scheduled through Wi3bit.

Wi3bit does not access recordings, chats, transcripts or meeting content. Zoom tokens are stored encrypted. See the Privacy Policy for full details.

Troubleshooting

"Zoom is not connected for this institute": connect Zoom from Communications → Integrations → Zoom (Owner or Admin required).
"The Zoom connection has expired": the app was removed or access was revoked. Click Connect Zoom again.
A teacher is missing from the host list: make sure they are an active user in your Zoom account, then click Refresh under Zoom Users on the Integrations page.
Connecting fails after signing in: make sure you signed in to Zoom as an Owner or Admin.

Still stuck? See Support or email info@wi3bit.com.