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Zoom Integration (User-Level)

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Hanna Hollins
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Overview

NovoEd’s User-Level Zoom Integration allows individual users to connect their own paid Zoom account to NovoEd when building courses. The integration must first be enabled at the organization level. Then, individual Course Builders will authenticate their paid/licensed Zoom account. After authentication, Course Builders can create Zoom meetings for Live Events, register users for the meeting, track attendance, and upload the recording on the lesson page. With the User-Level integration, course builders can create Zoom-integrated Live Events on behalf of other hosts who have user accounts on the organization’s Zoom account.

 

Permissions

  • Org Admins must enable the User-Level Zoom Integration for the NovoEd institution.
  • Course Admins with the Course Builder permission set can create Zoom-integrated Live Events

 

Zoom App Marketplace

This integration utilizes the NovoEd Connector - User Level app. Details of the integration and the app are available in the Zoom App Marketplace: NovoEd Connector - User Level.

 

Data Retrieval

After a Zoom-integrated Live Event, data is retrieved by NovoEd once the data has been made available by Zoom. Typically, the data is made available to NovoEd within 24 hours. If a meeting’s data is not reflected in NovoEd within 24 hours, please contact the NovoEd Support Team (hello@novoed.com). 

The data retrieved includes:

  1. Learner Attendance
  2. Meeting Recording (if selected when creating the meeting)

 

Directions

How to enable the User-Level Zoom Integration

  1. Log into NovoEd as an Org Admin.
  2. On the left-hand navigation panel, select the Admin Tools gear icon.
  3. Select ADVANCED SETTINGS from the Organization Admin Tools menu.
  4. Head to the INTEGRATIONS tab.
  5. In the Zoom API Integration section, select the blue CONFIGURE button.
  6. Select the radial button next to Enable users to authenticate their Zoom account with OAUTH.
  7. Select the blue ENABLE ZOOM button. Course Builders can now authenticate their Zoom accounts and create Zoom-integrated Live Events.
    Screen_Shot_2021-12-27_at_2.49.32_PM.png

 

How to authenticate your paid/licensed Zoom account

  1. Log into NovoEd as a course admin with the Course Builder permission set.
  2. On a lesson page, select the gear icon in the top-right corner.
  3. Select EDIT CONTENT from the menu.
  4. Hover over the middle of the lesson page and select the blue (+) Add link.
  5. From the Components menu, scroll down to the Third Party Links & Tools section.
  6. Select LIVE VIDEO EVENTS.

 

How to create a Zoom-integrated Live Event with the User-Level Zoom Integration

  1. Log into NovoEd as a course admin with the Course Builder permission set.
  2. On a lesson page, select the gear icon in the top-right corner.
  3. Select EDIT CONTENT from the menu.
  4. Hover over the middle of the lesson page and select the blue (+) Add link.
  5. From the Components menu, scroll down to the Third Party Links & Tools section.
  6. Select LIVE VIDEO EVENTS.
  7. On the Add Live Video Events pop-up, select ZOOM MEETING.
  8. Select the blue NEXT button.

  9. Provide details about the meeting: Topic, Description (optional), Start Time, Time Zone,
    Duration, Validate an email for Zoom meeting Host/owner, and Alternative Hosts (optional). 

  10. You can add multiple live sessions. Admins can create multiple sessions of a single Live Event. Learners can pick which event timeframe would work for them. Click here for more details on how to create a multi-session live event  

  11. Select the following options, if preferred:
    • Auto-record the meeting on Cloud
    • If selected, the following option will appear: Automatically upload the cloud recording to the lesson page.
    • Start Participant Video
    • Mute Participants Upon Entry
    • Send Notification Emails from Zoom
    • Track attendance (required, enabled by default)
  12. Select the blue ADD button.

 

How to disable the User-Level Zoom Integration

IMPORTANT: Before disabling the integration, please review the notes listed below.

  1. Log into NovoEd as an Org Admin.
  2. On the left-hand navigation panel, select the Admin Tools gear icon.
  3. Select ADVANCED SETTINGS from the Organization Admin Tools menu.
  4. In the Zoom API Integration section, select the blue DISABLE button.

The integration can also be disabled directly in the user’s Zoom account. Go to https://marketplace.zoom.us/user/installed, and remove the NovoEd Connector - User Level app. 

 

Effects of disabling the user-level Zoom Integration:

  • Disabling the integration will convert all Zoom meetings to externally-linked Live Events. Features of the integration will be lost, including automatic attendance and duration tracking and importing of recordings. This action cannot be undone.
  • Uninstalling the app in the Zoom App Marketplace will disable the integration for ALL NovoEd organizations that use this integration.

 

How to re-authenticate the User-Level Zoom Integration

Periodically, Zoom will expire tokens that are used for authenticating the organization’s Zoom account. When NovoEd is unable to retrieve data for a Zoom-integrated Live Event, an email notification will be sent to the Course Builder. Please follow the directions in the email notification to re-authenticate the integration and continue data retrieval for meetings.

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