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Find it in Darwin Integrations → Video calls → Zoom Open Zoom ↗
Connect Zoom and Darwin puts a Zoom link on each meeting it books in your Google Calendar. Darwin creates the Zoom meeting in your account when the visitor confirms, and Google sends the invitation with the link. Zoom does not book meetings on its own; it supplies the video link for bookings made through Google Calendar. If you book with Calendly, you do not need this connection. Choose a Calendly meeting type with a Zoom location and Calendly adds the link itself. See Connect Calendly.

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Before you connect

  • Be an owner or admin of the Darwin workspace.
  • Have access to the Zoom account that will host the meetings. Darwin creates the meetings in that account, so its Zoom plan applies to them.
  • Connect Google Calendar, or plan to. Zoom is chosen in its booking rules.
1

Choose Zoom

Open Integrations → Video calls and select the Zoom card. This opens its setup page.
2

Connect your Zoom account

Select Connect Zoom, sign in to the Zoom account that hosts the meetings, approve the permissions Zoom lists, and you are back in Darwin. That is the whole handshake. What is left is a glance at the name and email Darwin now displays, because they have to belong to the right account, and this is the easiest moment to fix it if they do not.Connecting creates nothing in Zoom. Darwin creates a meeting only when a visitor books.
3

Choose Zoom in your booking rules

This part happens on the calendar side, not the Zoom card. Open Integrations → Scheduling → Google Calendar and find the booking rules; beside them is Change. Select it, and among the fields you will see Video call. Set that to Zoom, then select Save booking rules, and the change is in.From then on, each new booking gets a Zoom link where it would have had a Google Meet link. Events that already exist are left alone; whatever link they carry, they keep.
4

Confirm the connection

Two places tell you it worked. The Zoom setup page lists the connected account and says where Zoom is used, and on the Google Calendar setup page the booking rules now show Zoom as the video call.

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What happens when a visitor books

When the visitor selects Confirm meeting in chat:
  1. Look in your Zoom account and you will find a new meeting. Darwin names it “Meeting with” and the visitor’s name, and it runs at the time and for the length the visitor booked, in the visitor’s own time zone.
  2. Your Darwin bookings calendar gets the event, with the Zoom link as its location. The link and passcode go into the event description as well, so you have them there if you need them.
  3. The invitation the visitor receives comes from Google, not from Darwin, which is why the Zoom link is in the invitation and on the event. What you will not see is a Google Meet link; none is added.
  4. From your side, the meeting is in your Zoom account’s list of upcoming meetings, and in Darwin it sits under Verified meetings.
None of this needs a Zoom account on the visitor’s side, and there is no waiting room either. They can open the link and join before you arrive; if you are late, nobody is kept out. Zoom cannot always create the meeting. A connection that needs reconnecting is the usual reason, and when it happens the booking still goes through, minus the video link, while the Zoom card shows what went wrong. Repair the connection first. Then open that event in Google Calendar and add a link to it yourself.

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Cancel or move a meeting

Manage bookings in Google Calendar, as described in Connect Google Calendar:
  • A cancellation reaches Zoom too. Whether you delete the event, decline it, or the visitor declines the invitation, Darwin removes the Zoom meeting from your account within a few minutes.
  • A move does not. Change the event’s time in Google Calendar and the Zoom link stays as it was and still works at the new time; the meeting’s time in Zoom is not touched by Darwin.
  • Deleting the meeting in Zoom itself cancels nothing. The visitor is only told when you cancel in Google Calendar, so do it there.

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Try the experience

Agent Studio is the place to try it without booking anything real. Open it from the sidebar, open its chat preview, and ask to book a meeting. The preview runs on sample times, so no Zoom meeting, event or invitation is created, and whatever you do there stays out of analytics and billing. A live check needs a live booking. Book a test meeting with a teammate through the chat installed on your public website, then look in three places: your Zoom account, where the meeting is listed; the invitation, which carries the Zoom link; and Verified meetings in Darwin, where the meeting appears. Bear in mind that a live booking may count toward usage; the preview does not.

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Connection needs attention

On the Zoom authorization page, Darwin asks for your Zoom name, email and account details, plus permission to create meetings and permission to delete them. It only ever creates or deletes the meetings it made for Darwin bookings. Your other meetings, recordings and chats are off limits; Darwin cannot read them.If you decline a permission, the connection does not finish. Select Connect Zoom again and approve everything Zoom lists.
Greyed out has one meaning here: this workspace has no connected Zoom account. So connect one. Go to Integrations → Video calls, connect Zoom there, then come back to the Google Calendar booking rules and choose Zoom. If what the Zoom card actually says is Reconnect needed, reconnecting is the step that comes first.
Darwin’s Zoom app is not yet published on the Zoom App Marketplace, and until it is, the only Zoom account that can connect is the Darwin team’s own. Every other Zoom account gets an error from Zoom on its authorization page. For now, keep Google Meet in your booking rules, or use a Calendly meeting type with a Zoom location instead. If you want to hear when Zoom opens up for your workspace, contact support.
Zoom no longer accepts the saved connection, for example after you removed Darwin from the apps in your Zoom account, or when the connection has not been used for about 90 days. Select Reconnect Zoom and approve the permissions again. Until you do, bookings go through without a video link.
One Zoom account, one Darwin workspace: that is the rule, and this message means the account you just signed in with is already connected somewhere else, often in a workspace a teammate set up. Go to that workspace, open its Zoom card and select Disconnect there, then come back here and select Connect Zoom. Disconnecting does not touch the meetings already created; they stay in your Zoom account. If the other workspace is one you cannot get into, contact support.
Disconnect stops new Zoom links. Meetings Darwin already created stay in your Zoom account, and existing invitations keep their links. Booking rules that still say Zoom produce bookings without a video link, so set Video call back to Google Meet if you still want one.
Connect Google Calendar → · Connect Calendly → · Choose a provider →