Zoom Integration Guide

The Zoom integration in TutorPlanner allows administrators to:

• Automatically create Zoom meetings when scheduling interviews with tutor candidates
• Generate unique meeting links that are shared with candidates via email
• Manage meeting lifecycle — meetings are automatically deleted when interviews are cancelled or rescheduled
• Schedule integration meetings for newly hired tutors using Zoom video conferencing

Prerequisites

• An active Zoom account (free or paid)
• An administrator account on TutorPlanner
• Permission to authorize third-party applications on your Zoom account

Step-by-step connection

1. Log in to TutorPlanner with your administrator credentials.
2. Navigate to My Profile by clicking your avatar in the top-right corner of the dashboard.
3. Select the "Integration" tab in your profile settings.
4. In the Zoom section, click the "Connect Zoom" button.
5. You will be redirected to Zoom's authorization page. Sign in to your Zoom account if prompted, then review the permissions requested by TutorPlanner.
6. Click "Allow" to grant TutorPlanner access to create and manage meetings on your behalf.
7. You will be automatically redirected back to TutorPlanner. A success notification will confirm that your Zoom account is now connected.

Automatic meeting creation

Once your Zoom account is connected, meetings are created automatically in the following scenarios:

• Interview scheduling: When a candidate books an interview slot, TutorPlanner automatically creates a Zoom meeting and includes the meeting link in the confirmation email sent to the candidate.
• Integration meetings: When a newly hired tutor is scheduled for an online integration session, a Zoom meeting link is generated and shared automatically.

Meeting settings

All Zoom meetings created by TutorPlanner are configured with the following settings:

• Waiting room: enabled — participants must be admitted by the host
• Join before host: disabled — participants cannot join until the host starts the meeting
• Recording: none — automatic recording is disabled by default
• Timezone: matches your organization's configured timezone (default: Eastern Time)

Joining a meeting

• Administrators: Click the "Join Zoom meeting" button directly from the interview details in TutorPlanner.
• Candidates & tutors: Use the Zoom meeting link provided in the email invitation or visible on their portal page.

Cancellation & rescheduling

When an interview is cancelled or rescheduled in TutorPlanner, the associated Zoom meeting is automatically deleted or updated. No manual action is required on Zoom.

To check the status of your Zoom integration:

1. Go to My Profile > Integration tab.
2. If connected, you will see a green "Active" badge next to the Zoom section, along with the email address of the connected Zoom account and the connection date.
3. If not connected, you will see the "Connect Zoom" button instead.

You can disconnect your Zoom account from TutorPlanner at any time:

1. Navigate to My Profile > Integration tab.
2. In the Zoom section, click the "Disconnect" button.
3. Confirm the disconnection when prompted. Your Zoom credentials will be immediately removed from TutorPlanner.

What happens after disconnecting?

• Existing meetings that were already created on Zoom will remain active until they are manually deleted from your Zoom account.
• New interviews scheduled after disconnection will not have a Zoom meeting link generated automatically. You will need to create meeting links manually or reconnect Zoom.
• No data is retained: your Zoom access tokens are permanently deleted from TutorPlanner upon disconnection.

Revoking access from Zoom

In addition to disconnecting from TutorPlanner, you can also revoke access directly from your Zoom account:

1. Log in to marketplace.zoom.us.
2. Go to Manage > Installed Apps.
3. Find "TutorPlanner" in the list and click "Uninstall".

TutorPlanner takes your privacy seriously. Here is how we handle Zoom-related data:

• Data collected: Zoom user ID, email address, OAuth tokens (access & refresh)
• Data usage: exclusively to create, read, and delete meetings on your behalf
• Data storage: encrypted at rest in our Canadian-hosted database
• Data retention: tokens are deleted immediately upon disconnection
• No recording access: TutorPlanner does not access or store any meeting recordings
• No contact access: TutorPlanner does not access your Zoom contacts or chat history

For more information, please refer to our Privacy Policy.

Connection fails or times out

If the OAuth authorization process fails, try the following:

• Clear your browser cache and cookies, then try connecting again.
• Ensure pop-ups are not blocked for zoom.us.
• If you see an "Access denied" error, make sure you clicked "Allow" on the Zoom authorization page.
• Check that your Zoom account is active and in good standing.

Meeting links not being generated

• Verify your Zoom connection is active in My Profile > Integration.
• If the connection shows as active but meetings are not created, try disconnecting and reconnecting your Zoom account.
• Contact your TutorPlanner administrator if the issue persists.

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