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Zoom Zoom (au.com.agileware.zoomzoom)

This is just another CiviCRM extension which integrates with Zoom. Provides the following features:

  • CiviRule to create Zoom Webinar from Event and create Zoom Meeting from Event
  • CiviRule to update Zoom details
  • CiviRule to delete a Zoom
  • CiviRule to add an Event Participant to a Zoom
  • CiviRule to delete a Participant from a Zoom
  • Scheduled Job to import Zoom Webinars and Zoom Events as CiviCRM Events
  • Scheduled Job to check CiviCRM Events linked to Zoom and import the Zoom registrations, attendees and absentees. Record as CiviCRM Participants and update Participant Status.

The extension is licensed under AGPL-3.0.

Migrating from a JWT App

JWT Apps are deprecated on Zoom, so to ensure continued function this app has been converted to use OAuth Server-to-Server. Existing installations configured to use a JWT App will need to create and connect to a new app according to the instructions in the Getting Started section below.

Getting Started

  1. Zoom OAuth Server-to-Server credentials are required for this Integration. Create an OAuth Server-to-Server App in the Zoom Marketplace.
    1. Fill in the App Details
    2. Move through to the Scopes tab and ensure that the App has the appropriate scope permissions:
      • View all user meetings /meeting:read:admin, meeting:read:past_meeting:admin, meeting:read:meeting:admin, meeting:read:list_past_participants:admin, meeting:read:list_past_instances:admin, meeting:read:registrant:admin, meeting:read:list_registrants:admin, meeting:read:participant:admin
      • View and manage all user meetings /meeting:write:admin, meeting:write:registrant:admin, meeting:update:meeting:admin, meeting:delete:meeting:admin, meeting:write:meeting:admin, meeting:delete:registrant:admin
      • View all user information /user:read:admin, user:read:list_users:admin, user:read:user:admin
      • View all user Webinars /webinar:read:admin, webinar:read:list_past_instances:admin, webinar:read:list_absentees:admin, webinar:read:webinar:admin, webinar:read:list_past_participants:admin, webinar:read:participant:admin, webinar:read:registrant:admin, webinar:read:list_registrants:admin
      • View and manage all user Webinars /webinar:write:admin, webinar:delete:registrant:admin, webinar:update:webinar:admin, webinar:delete:webinar:admin, webinar:write:webinar:admin, webinar:write:registrant:admin Screenshot of appropriate scope configuration
    3. Continue to Activation and Activate your app
    4. Load the App Credentials tab to get the Account ID, Client ID and Client Secret
  2. In CiviCRM, go to the Zoom Settings page, Administer / Zoom Settings.
    • Insert the Account ID, Client ID and Client Secret from above.
    • Set the other options on the Zoom Settings page, as required.
  3. The following Scheduled Jobs are provided:
    • Import Zoom Webinars and Meetings - Enable this Scheduled Job if you want to create CiviCRM Events from Zooms. Specify a day offset to process Zooms with a start date either in the last X days (by providing a negative number) or from a future date. The default day_offset is -90 which will process Zooms with a start date in the last 90 days.
    • Import Zoom Registrations, Attendees, Absentees - Enable this Scheduled Job if you want to create CiviCRM Participant records in CiviCRM from Zoom registrations, attendance and absentees. This job will only process CiviCRM Events which are linked to a Zoom. Specify a day offset to process Events with a start date either in the last X days (by providing a negative number) or from a future date. The default day_offset is -90 which will process Events with a start date in the last 90 days. Note: As this Scheduled Job checks CiviCRM Events linked to a Zoom, it is a good idea to run this job after the Import Zoom Webinars and Meetings job.

Configuring Rules

You use CiviRules to define the logic of when a Zoom should be created, updated, or deleted. Or if a Zoom Participant should be added or deleted. This allows for customisation of how you wish to mark Events for Zoom integration. For example, you can target by Event Type, or you could use a custom "Does this Event require Zoom?" field. You may also wish to add additional actions before or after Zoom action.

Here is an example configuration using Event Types to create, update, and delete Zoom entities.

Zoom Event Rules configuration example

Default Rules are provided for your reference in the /optional directory. You can also refer to the Tests section as a guide for configuring your rules.

Import Configuration Defaults

Zoom Zoom is provided with optional configuration sets that can be imported using a third party extension, CiviCRM Configuration Loader (configitems). To use these configuration sets:

  1. Install the configitems extension
  2. Go to "Administer / System Setings / Manage configuration sets" in CiviCRM
  3. Press the Import Configuration button:
  4. To install default CiviRules rulesets, use zoom_zoom_default_rules-v2.zip
  5. To install the sample schedule reminder message template, use zoom_zoom_schedule_reminder-v1.zip
  6. You can then create a schedule reminder from "Administer / Communications / Schedule Reminders":
  7. Press the Add Reminder button
  8. For the Used For field, select Event Type
  9. Your Event Type field should be Meeting and Webinar for the default setup, or use the event types you have configured for the Zoom Meeting, Event Type and Zoom Webinar, Event Type in the extension configuration at "Administer / Zoom Settings"
  10. For Participant Status, select Registered
  11. Fill out the rest of the basic fields as required
  12. Under Email: Use Template, select Zoom Event Reminder
  13. The HTML Format field will the have the imported template inserted into it, ready to be customised.

Schedule Reminder example

Tests

The following tests were performed for verification.

Disclaimer: This is not an exhaustive list of test cases and scenarios. Tests will be performed as required, and recorded here.

Test Environment

  • CiviCRM version : 5.75.1
  • CiviRules version : 3.11

Test Cases

Result Test Expect
PASS Event created of Zoom enabled type Event is created. A single Zoom Entity is generated, and details saved to the Event.
PASS Event created from Event Template of Zoom enabled type Event is created. A single Zoom Entity is generated, and details saved to the Event.
PASS Event created of NOT Zoom enabled type Event is created. A Zoom entity is NOT generated. Saving the Event Info form again does NOT generate a Zoom entity.
PASS Event of NOT Zoom enabled type is changed to Zoom enabled type Event is updated to the Zoom enabled type. A single Zoom Entity is generated, and details saved to the Event.
PASS Event created from Event Template of NOT Zoom enabled type Event is created. A Zoom entity is NOT generated. Saving the Event Info form again does NOT generate a Zoom entity.
PASS Event of Zoom enabled type is changed to NOT Zoom enabled type Event is changed to the new type. The associated Zoom entity is unlinked from the Event and deleted from the Zoom account.
PASS Event of Zoom enabled type has title, start and end dates changed Event is updated. The associated Zoom entity is updated with the same details in the Zoom account - Zoom ID persists.

Credits and acknowledgements

Credit to Lighthouse Consulting and Design, Inc for developing https://github.com/lcdservices/biz.lcdservices.civizoom which was used as the basis for this new extension. Credit to Veda Consulting for developing https://github.com/veda-consulting-company/ncn-civi-zoom which was used as reference for the CiviRules implementation.

Requirements

  • PHP v7.4+
  • CiviCRM 5.37+

Installation (Web UI)

Learn more about installing CiviCRM extensions in the CiviCRM Sysadmin Guide.

Installation (CLI, Zip)

Sysadmins and developers may download the .zip file for this extension and install it with the command-line tool cv.

cd <extension-dir>
cv dl au.com.agileware.zoomzoom@https://github.com/agileware/au.com.agileware.zoomzoom/archive/master.zip

Installation (CLI, Git)

Sysadmins and developers may clone the Git repo for this extension and install it with the command-line tool cv.

git clone https://github.com/agileware/au.com.agileware.zoomzoom.git
cv en zoomzoom

About the Authors

This CiviCRM extension was developed by the team at Agileware.

Agileware provide a range of CiviCRM services including:

  • CiviCRM migration
  • CiviCRM integration
  • CiviCRM extension development
  • CiviCRM support
  • CiviCRM hosting
  • CiviCRM remote training services

Support your Australian CiviCRM developers, contact Agileware today!

Agileware