Auto-Create
Zoom meetings are created automatically when bookings are made
Auto-Update
Meetings update automatically when bookings are rescheduled
Auto-Cancel
Zoom meetings are deleted when bookings are cancelled
Personal integration — Zoom is connected per user, not per team. Each team member who hosts meetings with Zoom should connect
their own account in the Email & Calendar settings. When a booking is made, the host’s personal
Zoom account is used to create the meeting.
Prerequisites
You’ll need:- A Zoom account (Free, Pro, or Business)
- Member access to your Orbit AI team
- At least one scheduling page configured in Orbit AI
Adding the App
Follow these steps to connect your Zoom account to Orbit AI and start generating meetings automatically.Log in to Orbit AI
Sign in to your Orbit AI dashboard. You must be a member of the team where you want to use Zoom for scheduling.
Go to Email & Calendar settings
Navigate to Settings → Email & Calendar in your Orbit AI dashboard. This is where
all personal connections are managed, including email, calendar, and Zoom.
Click "Connect Zoom Account"
In the Zoom section, click Connect Zoom Account. You’ll be redirected
to Zoom’s OAuth authorization page.
Authorize Orbit AI
Sign in to your Zoom account and click Allow to grant Orbit AI permission to
create and manage meetings on your behalf. Orbit AI will request the following permissions:
- Create, view, and manage Zoom meetings on your behalf
- Access your Zoom user profile information
Set Zoom as your meeting location
Open your scheduling page settings and set Zoom as the meeting location type.
New bookings will now automatically generate Zoom meeting links using your connected account.
You're all set!
Your Zoom account is now connected. When someone books a meeting through your scheduling pages, a Zoom meeting
will be created automatically. Having trouble? See the troubleshooting guide below.
Usage
Once Zoom is connected and set as the meeting location for a scheduling page, the entire meeting lifecycle is managed automatically. Below is a breakdown of each feature, when it applies, and what you need.Automatic Meeting Creation
Use case: You want a unique Zoom meeting link generated every time someone books a meeting through your scheduling page, without any manual work. How it works: A Zoom meeting is automatically created using the host’s connected Zoom account with the correct date, time, and duration. The join link is included in the calendar event and confirmation emails sent to both parties. Prerequisites: Zoom account connected · Scheduling page with “Zoom” as the meeting locationAutomatic Meeting Updates
Use case: An attendee reschedules a booking and the Zoom meeting needs to reflect the new date and time, without creating a new link. How it works: When a booking is rescheduled, the existing Zoom meeting is updated with the new date and time. The same meeting link is preserved, so any links already shared remain valid. Prerequisites: Original booking must have been created with Zoom connectedAutomatic Meeting Cancellation
Use case: A booking is cancelled and the Zoom meeting should be removed from the host’s account to keep things clean and avoid confusion. How it works: When a booking is cancelled, the Zoom meeting is automatically deleted from the host’s Zoom account. Attendees who try to join the old link will see that the meeting no longer exists. Prerequisites: Original booking must have been created with Zoom connectedNote for teams — Each host’s personal Zoom account is used to create meetings for their bookings. If a team member
hasn’t connected Zoom, their bookings will not generate Zoom meetings. Have each team member connect
Zoom in their own Settings → Email & Calendar page.
Removing the App
You can disconnect Zoom from Orbit AI at any time. There are two ways to remove the integration depending on whether you want to disconnect from within Orbit AI or from your Zoom account directly.Option 1: Disconnect from Orbit AI
Option 2: Remove from your Zoom account
Open Zoom Marketplace
Sign in to the Zoom App Marketplace.
Find installed apps
Click Manage → Added Apps, or navigate to the Installed Apps page.
How we handle your data
When you disconnect your Zoom account from Orbit AI, we take the following steps:- Your Zoom OAuth access and refresh tokens are permanently deleted from our systems
- Your Zoom user ID and connection metadata are removed from your profile
- Orbit AI can no longer access your Zoom account or create meetings on your behalf
- Booking records in Orbit AI that reference Zoom meeting IDs are retained for your historical records, but Orbit AI will have no access to the meetings in Zoom
Troubleshooting
Token expired or connection lost
Token expired or connection lost
If your Zoom OAuth token expires and cannot be auto-refreshed, go to Settings > Email & Calendar and click “Reconnect” next to your Zoom account. This will re-authorize your account and restore the connection.
Zoom meeting not created for a booking
Zoom meeting not created for a booking
Verify that Zoom is set as the meeting location type in your scheduling page settings. Also check that your Zoom account is connected in Settings > Email & Calendar. If the issue persists, try disconnecting and reconnecting Zoom.
Meeting link not appearing in confirmation email
Meeting link not appearing in confirmation email
The Zoom meeting link is generated when the booking is created. If the link is missing from the email, check that Zoom was connected before the booking was made. Bookings made before connecting Zoom will not have Zoom links.
Team member's bookings don't have Zoom links
Team member's bookings don't have Zoom links
Each team member needs to connect their own Zoom account. Zoom is a personal integration — it’s not shared across the team. Have the team member go to Settings > Email & Calendar and connect their Zoom account.
Still need help? Reach out to our support team at [email protected] or visit our Help Center.