Zoom Integration

Connect Zoom to PepoSmart to automatically create Zoom meetings for your scheduled appointments. When someone books time with you, a unique Zoom meeting link is generated and shared with both parties.

Prerequisites

  • A PepoSmart account
  • A Zoom account (Free, Pro, Business, or Enterprise)
  • Permission to authorize third-party apps in your Zoom account

Connecting Zoom

Step 1: Navigate to Integrations

  1. Log in to your PepoSmart account at app.peposmart.com
  2. Click Integrations in the left sidebar
  3. Find the Zoom card in the Video Conferencing section

Step 2: Authorize PepoSmart

  1. Click the Connect button on the Zoom card
  2. You will be redirected to Zoom's authorization page
  3. Sign in to your Zoom account if prompted
  4. Review the permissions requested:
    • View your user information: To identify your Zoom account
    • Create meetings: To generate meeting links for bookings
    • Delete meetings: To remove meetings when bookings are cancelled
  5. Click Allow to grant permissions

Step 3: Verify Connection

  1. You will be redirected back to PepoSmart
  2. The Zoom card should now show Connected
  3. Your Zoom integration is ready to use

Success!

Once connected, any events you create with Zoom as the location will automatically generate meeting links when booked.

Using Zoom with Events

Setting Zoom as Event Location

  1. Go to Events and create or edit an event
  2. In the Location section, select Zoom
  3. Save your event

What Happens When Someone Books

  1. The invitee selects a time slot and confirms the booking
  2. PepoSmart automatically creates a Zoom meeting for that time
  3. Both you and the invitee receive confirmation emails with:
    • The Zoom meeting link
    • The meeting password (if applicable)
    • Date and time of the meeting
  4. The meeting link is also visible in the booking details

When Bookings Are Cancelled

If you or the invitee cancels a booking, PepoSmart automatically deletes the associated Zoom meeting. This keeps your Zoom account clean and prevents confusion.

Viewing Meeting Details

  1. Go to Meetings from the sidebar
  2. Click Details on any meeting
  3. The Zoom meeting link and password are displayed in the Location section
  4. Click the link to join or copy it to share

Disconnecting Zoom

To disconnect Zoom from PepoSmart:

  1. Go to Integrations
  2. Find the Zoom card
  3. Click Disconnect
  4. Confirm the disconnection

Before Disconnecting

Existing Zoom meetings will continue to work, but new bookings won't create Zoom meetings, and cancelled bookings won't automatically delete their Zoom meetings.

Removing from Zoom Marketplace

To completely remove PepoSmart's access to your Zoom account:

  1. Visit the Zoom App Marketplace
  2. Sign in to your Zoom account
  3. Click Manage → Added Apps
  4. Search for "PepoSmart"
  5. Click on the PepoSmart app
  6. Click Remove

Data Handling

Privacy Information

PepoSmart only accesses the minimum data necessary to create and manage meetings.

What We Store

  • Zoom User ID: To identify your account when making API calls
  • Access Token: Encrypted and used to create meetings on your behalf
  • Refresh Token: Encrypted and used to maintain the connection
  • Meeting IDs: To track which meetings belong to which bookings
  • Meeting URLs: Shared with invitees and displayed in booking details

What We Don't Access

  • Meeting recordings or transcripts
  • Meeting participants or attendance
  • Your Zoom contacts or chat history
  • Your Zoom account settings
  • Other meetings not created by PepoSmart

When You Disconnect

All stored tokens and Zoom-specific data are immediately deleted from our systems. Meeting URLs remain in booking history for your records.

Troubleshooting

Connection Failed

If you see an error when connecting:

  • Ensure you're signed in to the correct Zoom account
  • Check that your Zoom account allows third-party app integrations
  • Try disconnecting any existing connection and reconnecting
  • Clear your browser cache and try again

Meeting Not Created

If a booking doesn't generate a Zoom meeting:

  • Verify Zoom is still connected in Integrations
  • Check that the event has Zoom set as the location
  • Ensure your Zoom account is active and in good standing

Meeting Not Deleted on Cancel

If a Zoom meeting persists after cancellation:

  • This can happen if the connection was lost before cancellation
  • Manually delete the meeting from your Zoom account
  • Reconnect Zoom to ensure future cancellations work properly

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