Connect Zoom to your events

Before you connect

You need a Figena account, a selected workspace with Events enabled, permission to edit events, and your own Zoom account. Attendance also requires guest management permission. Zoom availability depends on your workspace configuration, and your Zoom administrator may require approval before you authorize the app.

Connect your account

• Open Events, then Settings in the workspace where you will manage meetings. Under Meeting accounts, find Zoom.
• Choose Connect account. Sign in to the Zoom account that will own the meetings, review the requested access, and authorize only if you agree.
• Authorization opens in another window. When finished, close that window and return to Figena. Refresh connections and check that Zoom shows Connected and the expected account.
• You can also start the connection from an event’s location field. After authorizing, choose the meeting option again; the event form remains open.

Create or attach a meeting

In the event’s location field, choose Create Zoom meeting to create a scheduled meeting when you save the event. Alternatively, choose Use an existing Zoom meeting and select a scheduled meeting owned by your connected account. Webinars are not included in this meeting picker. Check the event date, time, and time zone before saving.

Wait until the meeting link is ready in event management before sharing access with guests. Choosing an existing meeting does not change its settings in Zoom. To replace a bound meeting, clear it and save first, wait for removal to finish, then select the new meeting or location.

Manage meetings and guest access

For meetings created by Figena, event schedule changes request an update in Zoom, and canceling or removing the event’s meeting requests its removal from Zoom. These actions require a valid connection and verified meeting ownership. Check the displayed synchronization result. Meetings you attached from Zoom are not updated or deleted by Figena; manage those directly in Zoom.

The connected account owner can use Host meeting in event management when the meeting is ready. Guests use Join meeting through the event’s registration and access controls. A Join click records an access attempt; it does not confirm Zoom attendance or onsite check-in.

Review attendance

In the event’s Insights tab, the connected Zoom account owner with guest management permission can choose Authorize Zoom attendance, then Load attendance. This requests additional access separately from meeting creation. Records may require an eligible Zoom account and a completed meeting.

Figena displays the participant names, available email addresses, join and leave times, and duration reported by Zoom when you request them. This integration does not save those participant records or automatically change guest registration or onsite check-in. Refresh or move between pages to review the available sessions.

Disconnect in Figena

Open Events → Settings → Meeting accounts, find Zoom, and choose Disconnect account. Read and confirm the effect: it disconnects this Zoom account in the current workspace and stops further event meeting updates through that connection.

Disconnecting removes the saved authorization credentials for this workspace. It does not cancel existing Zoom meetings or erase event records and their meeting links. If the same account is connected in another workspace, its Zoom authorization may remain active there. To remove only one event’s meeting, clear that event’s meeting instead.

Remove authorization in Zoom

Sign in to marketplace.zoom.us with the connected Zoom account. Open My Library, find Figena, open its More menu, choose Remove, and confirm. In an older Marketplace layout, use Manage → Added Apps → Figena → Remove. If your account requires administrator approval for removal, ask your Zoom administrator.

Removing the app revokes its Zoom access. Figena can no longer create, update, or read meetings using that authorization, and you must reconnect before using it again. Figena’s associated data cleanup requires receipt and validation of Zoom’s removal notification; private or development apps may not receive it. This does not delete existing meetings in Zoom or invalidate links already shared outside Figena. Refresh the connection status; disconnect in Figena and contact support if the removal is not reflected.

Data and deletion

While connected, Figena keeps the account details, meeting references, and guest links needed for your events. Saved authorization tokens are encrypted; private host session links are requested when the owner opens the host session rather than saved with the event. Disconnecting in Figena removes this workspace’s saved authorization credentials while preserving event records and meeting links.

After Figena receives and validates Zoom’s removal notification, it clears the saved credentials, Zoom-sourced account information, meeting references, automatically added guest links, and associated notification data for the revoked authorization. It preserves local event, registration, and check-in records and links you entered manually after removing the meeting connection. A newer authorization is not cleared by an old notification, and reconnecting does not automatically restore a removed meeting connection. Use workspace controls or the privacy request process for further data deletion, and contact support if you need help.

Troubleshooting

• Zoom is unavailable or a control is disabled: check the selected workspace and your event editing or guest management permissions. Ask your administrator or support about integration availability.
• Authorization does not finish: allow pop-up windows, check any Zoom administrator approval requirement, and restart Connect account if you canceled or the request expired. Return to Figena and refresh connections.
• The account or meeting list is wrong: check the connected account. The picker lists that account’s scheduled meetings, with additional pages where available; it does not list webinars or another host’s meetings.
• The event saved but the meeting link failed: check the connection and the meeting status in event management. Use Retry meeting sync when offered. If the creation result was uncertain, use Review existing Zoom meeting and verify the meeting Figena created for this event in your Zoom account before selecting it, to avoid creating a duplicate.
• Attendance is unavailable: check the separate attendance authorization, meeting ownership, your Zoom account eligibility, and whether the meeting has ended. An empty response is not proof that nobody attended.
• A guest cannot join: check the event’s current registration and access status, that the meeting link is ready, and any Zoom access requirements. Joining is disabled in the management preview.

Contact support

Email support@accentrust.com with the workspace, event, approximate time, and the exact visible message. Exclude passwords, verification codes, authorization tokens, private host links, and unrelated participant details. For a privacy request, use the contact process in Figena’s Privacy Policy.