Zoom integration guide | OneHQ support

Overview

When a client meeting is booked as a Zoom meeting, OneHQ finds the matching Zoom meeting and puts it on that client's meeting card — so you join in one click, without hunting through a calendar or an email.

One click to join — the meeting opens straight from the client's card
On the client's record — the meeting sits beside their calls, emails and jobs
No duplication — it's the meeting already in your Zoom account, not a copy

OneHQ does not create Zoom meetings. Your scheduling system creates them in your own Zoom account. OneHQ only looks them up, so nothing about how your meetings are booked has to change.

Before you start

A Zoom account for your practice, with the staff who host client meetings signed in to it
A Zoom account administrator to approve the connection — it is approved once for the whole practice, not per person
OneHQ permission to change practice settings

Your meetings should already be created in Zoom by whatever books them. If a booking has no Zoom meeting behind it, OneHQ will say so on the card rather than inventing one.

Adding the app

1

Open Settings > Integrations

In OneHQ, go to Settings in the sidebar, then the Integrations tab.

2

Expand Bookings

Click the Bookings row. The Zoom card sits inside it.

3

Press Connect Zoom

A Zoom window opens asking you to approve OneHQ for your account. Approve it, and the window closes by itself.

4

Check it says Connected

The card should read Connected. Nothing else needs configuring — there are no keys to copy and no per-person setup.

Start from OneHQ, not from Zoom. The connection has to begin in OneHQ so it knows which practice the Zoom account belongs to. A link that starts in the Zoom Marketplace cannot complete on its own, and OneHQ will tell you so if you try.

Using it

Open any client meeting booked as a Zoom meeting and the card carries a Join Zoom button — one click and you're in, no link to dig out of an email.

If the card says no Zoom meeting was found for that time, the booking has no Zoom meeting behind it in your account — check the booking itself rather than the connection.

What OneHQ reads

OneHQ requests read-only access to meetings and users. It never creates, changes or deletes anything in Zoom.

Meeting details — the topic and the start and join links, read when someone opens a meeting card. Held in memory only, never stored.
Your Zoom account identifier — stored, encrypted, so that if you later remove the app OneHQ knows whose connection to delete.

OneHQ has no access to meeting content, recordings, transcripts, participants or chat, and does not request it.

Access and refresh tokens are stored encrypted and are deleted when you disconnect or remove the app.

Removing the app

Either method stops OneHQ reaching your Zoom account, and your Zoom meetings are not affected by removing it. The two are not quite the same, so it is worth knowing which you want:

Disconnect in OneHQ deletes the stored tokens, so OneHQ can no longer read anything. The OneHQ app stays listed in your Zoom account under Manage → Added Apps.
Remove the app in Zoom withdraws the approval itself. Zoom tells OneHQ, and OneHQ deletes the stored tokens in response.

If you are leaving OneHQ and want nothing left behind, remove the app in Zoom.

1

From OneHQ

Settings > Integrations > Bookings > the Zoom card > Disconnect. OneHQ deletes its stored tokens immediately. The Join Zoom button disappears from meeting cards.

2

From Zoom

Sign in at marketplace.zoom.us, go to Manage > Added Apps, find OneHQ and click Remove. Zoom notifies OneHQ, which deletes the stored tokens and confirms the removal back to Zoom.

Reconnecting is the same four steps as adding it. Nothing is kept that would need clearing out first.

Frequently asked questions

Does every staff member need to connect their own Zoom?

No. An account administrator approves it once and it covers everyone in the practice.

Why can I only see Join, not Start?

You are not the host of that meeting. Start opens the meeting as its host, so it is offered to the host, and to partners. Join takes you into the same meeting as a participant.

Will this change how our meetings are booked?

No. Meetings are still created wherever they are created now. OneHQ only finds them.

A meeting says no Zoom meeting was found.

That booking has no Zoom meeting behind it in your account, or the staff member hosting it has no login on your Zoom account. Check the booking first.

Does OneHQ record or store our meetings?

No. It has no access to recordings, transcripts, participants or chat, and does not ask for it.

We need help.

Email support@onehq.com.au.