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Zoom Integration Guide

Learn how to connect Zoom to CalenQ, use it for your bookings, and remove it when needed.

Contents

  1. 1. Adding the Zoom App
  2. 2. Using Zoom with CalenQ
  3. 3. Removing the Zoom App
  4. 4. Troubleshooting
  5. 5. Data & Privacy

1. Adding the Zoom App

Follow these steps to connect your Zoom account to CalenQ:

1
Log in to your CalenQ account at calenq.ai/login. If you don't have an account, sign up for free — no credit card required.
2
From the dashboard sidebar, open Scheduling → Booking types, then create a new booking type or edit an existing one.
3
In the Location section, select Zoom, then click Connect Zoom.
4
You will be redirected to Zoom's authorization page. Sign in with your Zoom account if prompted.
5
Review the permissions CalenQ is requesting and click Allow to authorize the integration.
6
You will be redirected back to CalenQ. Your Zoom account will now show as connected.
Note: Ensure you are signing in with the Zoom account you want your booking meetings created under — CalenQ creates each meeting in the connected account.

Prerequisites

  • An active CalenQ account (free trial or paid plan)
  • A Zoom account (free or paid)
  • A connected write calendar (Google or Outlook) — required before bookings can be accepted

2. Using Zoom with CalenQ

Once Zoom is connected, you can use it as the meeting location for any of your booking types.

Use Case: Zoom links are generated automatically

When a booking type's location is Zoom and your Zoom account is connected, CalenQ automatically creates a unique Zoom meeting in your account for every confirmed booking — no copy-pasting links.

1
Go to Scheduling → Booking types from the dashboard sidebar.
2
Click New booking type or edit an existing one.
3
Under Location, select Zoom (and click Connect Zoom if you haven't connected yet).
4
Save the booking type. Every new confirmed booking now gets its own auto-generated Zoom join link.

Prefer one fixed meeting link instead?

If you'd rather reuse a single Zoom room (for example your personal meeting room) for every booking, choose the Custom location type and paste your Zoom link there — this works without connecting Zoom at all.

Use Case: Booker receives Zoom link

When a booking is confirmed, the booker automatically receives a confirmation email containing the Zoom join link, session date, and time in their timezone. The link also appears on the booking detail and your calendar event.

Prerequisites:

  • Booking type must have Zoom selected as the location
  • Your Zoom account must be connected (or a fixed link saved via the Custom location)
  • Host must have an active CalenQ subscription or be within the free trial period

3. Removing the Zoom App

You can disconnect Zoom from CalenQ at any time from two places:

From CalenQ

1
Log in to CalenQ, open Scheduling → Booking types, and edit any booking type.
2
Under Location, select Zoom — the connected state shows a Disconnect button.
3
Click Disconnect. Zoom will no longer be linked to your CalenQ account.

From Zoom Marketplace

1
Log in to your Zoom account and go to the Zoom App Marketplace → Installed Apps.
2
Find CalenQ and click Remove.
3
Confirm the removal to revoke CalenQ's access to your Zoom account.

Implications of Removing the App

  • CalenQ can no longer create Zoom meetings for new bookings — booking types set to the Zoom location will accept bookings without a Zoom link until you reconnect.
  • Zoom meetings already created for confirmed bookings remain in your Zoom account, and those bookers keep the join links they already received.
  • No new Zoom OAuth tokens will be issued until you reconnect.
  • If you use the AI Notetaker, transcripts can no longer be fetched from your Zoom cloud recordings.

Data Removal

When you disconnect Zoom from CalenQ, we immediately delete your Zoom OAuth tokens (access token and refresh token) from our database. CalenQ never stores your Zoom recordings (audio/video) or participant information; the join links of meetings CalenQ created remain attached to their bookings (your bookers need them), and any meeting-note transcripts you generated with the AI Notetaker remain until you delete those notes.

To request full deletion of your CalenQ account and all associated data, email us at [email protected].

4. Troubleshooting

Zoom connection shows as failed

Try disconnecting and reconnecting Zoom from a booking type's Location section (select Zoom → Disconnect → Connect Zoom). Make sure you allow all requested permissions on the Zoom authorization page.

Booker did not receive the Zoom link

Check that the booking type's location is set to Zoom and your Zoom account shows as connected. Ask the booker to check their spam folder. If the issue persists, contact [email protected].

Authorization error during Zoom connect

Ensure you are logged into the correct Zoom account before clicking Connect. Clear your browser cookies and try again. If the issue persists, contact support.

5. Data & Privacy

CalenQ requests the following Zoom permissions:

  • View your user profile (user:read:user) — to identify your connected Zoom account.
  • Create meetings (meeting:write:meeting) — to auto-generate a unique Zoom meeting (and its join link) for each confirmed booking on a Zoom-location booking type.
  • List your cloud recording files (cloud_recording:read:list_recording_files) — used only by the optional AI Notetaker to fetch your own meeting's transcript after it ends, to generate meeting notes. Ignored if you don't use the Notetaker.

CalenQ does not:

  • Join, record, or monitor your meetings
  • Delete or modify meetings, including the ones it creates
  • Store your Zoom recordings (audio/video) — with the AI Notetaker enabled, only the transcript text of your own meeting is stored as a meeting note
  • Access other participants' Zoom accounts or data
  • Share your Zoom credentials or data with any third party

For full details, see our Privacy Policy. For support, visit calenq.ai/support.