OVERVIEW & PREREQUISITES
Optivo connects to your Zoom account so you can create meetings, attach Zoom links to scheduled events, and keep attendees in sync.Zoom plan: any plan that supports OAuth apps.Optivo role: the user must have permission to connect integrations and create meetings.Network: allow outbound HTTPS (443) to Zoom APIs and Optivo endpoints.ADD / CONNECT ZOOM
A. From SettingsIn Optivo, go to: Settings → Integrations.Find “Zoom” and click Connect.You’ll be redirected to Zoom to grant access (OAuth with PKCE).Approve the requested scopes and complete sign-in if prompted.You’ll return to Optivo and see “Zoom Connected.”B. While creating an eventOpen the New Event dialog in Optivo.Toggle “Add conferencing → Zoom.” If you haven’t connected yet, you’ll be prompted to connect.Save the event. A Zoom join link is created and attached to the event, and included in invites.USING ZOOM IN OPTIVO
Create & attach Zoom meetingsWhen you add Zoom conferencing, Optivo calls the Zoom API to create a meeting and stores the join URL with your event.If you edit, reschedule, or cancel in Optivo, the Zoom meeting is updated accordingly.Real-time updatesOptivo processes Zoom webhooks (e.g., meeting started/ended) to keep status indicators current.Updates are pushed to the UI in real time over secure WebSocket (WSS).Capacity & external calendarsWith Outlook/Google sync enabled, Optivo checks availability and capacity thresholds before scheduling.Zoom links remain attached even when the underlying calendar event is updated via Microsoft Graph/Google Calendar.REMOVE / DISCONNECT THE APP
A. Disconnect from OptivoGo to: Settings → Integrations → Zoom.Click Disconnect. Tokens are revoked and Zoom is removed from new events.
Data deletion: OAuth tokens are purged immediately. Zoom meeting metadata stored with your events is deleted or unlinked; backups roll off per retention policy (≤30 days).B. Uninstall from the Zoom App MarketplaceSign in to Zoom and open the App Marketplace.Go to: Manage → Installed Apps → Optivo.Click Remove and confirm.
On uninstall webhook, Optivo revokes any remaining tokens and purges associated Zoom data.PERMISSIONS & DATA USAGE
Requested scopes (may vary by app version)meeting:write — create/update/cancel meetings you schedule via Optivo.meeting:read — read meeting details for attached events.user:read — basic profile to associate the Zoom account with your Optivo user.Webhook events for meeting lifecycle (e.g., started/ended, recordings if applicable).What we storeZoom OAuth tokens (access and refresh) and your Zoom user ID.Minimal meeting metadata needed to attach/join (meeting ID, join URL, host, times).Optivo does not store Zoom video/audio content.Data protection at restTokens and identifiers are stored in encrypted database fields (AES-256, KMS-managed keys).Backups and object storage are encrypted at rest; secrets are kept in a dedicated secrets manager.Logs are redacted to avoid storing tokens or other sensitive fields.SECURITY (TRANSPORT & WEBHOOKS)All traffic (web/app/API/WebSocket) uses HTTPS/WSS with TLS 1.2 or higher (TLS 1.3 preferred). HSTS is enabled; insecure protocols/ciphers are disabled.Zoom webhooks are authenticated with the app’s Webhook Secret Token and validated against the x-zm-signature header (HMAC-SHA256 over v0:{timestamp}:{raw_body}) with a short replay window and constant-time comparison.TROUBLESHOOTING“Insufficient permissions” — an admin may need to pre-approve the app in your Zoom organization.“Meeting won’t attach” — reconnect Zoom in Settings → Integrations to refresh tokens.“Links missing after reschedule” — ensure the event still has “Add conferencing: Zoom” enabled.SUPPORT
We can assist with installation, permissions, data deletion requests, and general integration questions.