Connecting Zoom

What connecting Zoom does

Once Zoom is connected, onlineberatung.digital creates a Zoom meeting for every video appointment by itself. This applies to all counsellors you match who have chosen “Centre Zoom”. If an appointment moves, the meeting moves with it. If it is cancelled, the meeting disappears again. Nobody has to enter links by hand any more.

Every meeting has a waiting room and a passcode. Nobody gets in before the counsellor, nothing is recorded, and microphones are off on entry. The meeting also shows up in the counsellor's Zoom calendar.

Anyone who does not want to use Zoom carries on with their own link or with video in the room.

What Zoom learns

Zoom only receives the start time, the length and the topic “Appointment”. Pseudonyms, keywords and messages never go to Zoom. The client joins in the browser, without a Zoom account of their own, and enters a name there. We recommend the pseudonym.

The Zoom account belongs to your centre. You conclude the data processing agreement with Zoom yourselves.

Connecting Zoom

1. Open “Manage centre”. Under “Zoom”, click “Connect with Zoom”.
2. Sign in to Zoom and confirm. To do this, you need to be the owner or an admin of your Zoom account.
3. Zoom sends you back. Under “Zoom” you now see “Connected” and the account you connected with.

If you do not see the button, connecting with one click is not yet set up on this platform. In that case, use the way with keys further down.

Matching counsellors

Under “Who is who in Zoom”, choose each counsellor's user in the Zoom account. Anyone with the same email address in Zoom as here is already matched. Click “Save matching”.

If someone is missing from the list, first add them to your Zoom account. Then click “Refresh list”.

Each counsellor then chooses “Centre Zoom (automatic)” in “Times and video link”. From then on, every new video appointment gets a meeting, and appointments already booked get one within a few minutes.

Important: In free Zoom, meetings end after 40 minutes. Every counsellor who holds appointments on Zoom needs a paid licence in your Zoom account.

During the appointment

The client sees in their room that the video runs on Zoom. On the appointment page, they open Zoom with “Open Zoom” in a separate window. The counsellor starts the meeting on their appointment page with the same button and is then the host. “End appointment” also ends the Zoom meeting.

If creating a meeting fails, onlineberatung.digital tries several times. After that, the counsellor gets an email. Until then, the client sees the counsellor's own link if they have entered one.

Connecting with keys

For centres with technical support there is a second way. You create an app of the type “Server-to-Server OAuth” yourselves in your Zoom account's App Marketplace. It needs these scopes: meeting:write:meeting:admin, meeting:read:meeting:admin, meeting:update:meeting:admin, meeting:delete:meeting:admin, meeting:update:status:admin, user:read:list_users:admin and user:read:user:admin.

Under “Zoom”, open “Connect with keys” and enter the app's account ID, client ID and client secret. Then match the counsellors as described above.

Disconnecting

“Disconnect” ends the connection. onlineberatung.digital then deletes the Zoom meetings for upcoming appointments, the matchings and its access to your Zoom account. New appointments use the counsellors' own links again. Past meetings stay in Zoom.

If someone removes the app from your Zoom account, onlineberatung.digital deletes the connection and the matchings straight away, and you get an email. Meetings already created then stay in Zoom.

If “Disconnected” appears under “Zoom”, Zoom no longer accepts the connection. You get an email about it. Click “Reconnect”.