# Zoom: create, move and cancel meetings

> Connect Zoom to Avox by signing in, create Zoom meetings from WhatsApp automations and share the join link, move or cancel them, and see what happens if Zoom fails.

Source: https://docs.theavoxai.com/connections/apps/zoom

Connect Zoom and an Avox automation can schedule a Zoom meeting and hand its join link to the next step, so
it goes straight into the chat. From the meeting's page you can move it or cancel it. You connect by
signing in to Zoom, so you never copy a key.

## What Avox can and cannot do

**Can:** create a scheduled Zoom meeting with a title, start time, length, an optional description and up
to 20 invitees by email (it has a waiting room, and guests cannot join before the host); give the join link
and meeting ID to later steps; move or cancel a meeting from its page; show the meetings Avox created and
your upcoming Zoom meetings; and hear from Zoom when a meeting starts, ends, changes time or is deleted.

**Cannot:**

- Make recurring meetings or webinars, or change other settings such as the passcode.
- Move or cancel from an automation step. A step can only create; moving and cancelling are done from the
  meeting's page.
- Check free and busy times or block time. See [Meetings and
  calendars](https://docs.theavoxai.com/connections/apps/meetings-and-calendars) for apps that do.

Avox never shows the host's start link, and the meeting links it saves in its own list leave out the part
that holds the passcode.

## What you need before you start

- A Zoom account you can sign in to. Zoom's own rules, such as your plan's length limits, still apply.
- A plan with room for another app ([AVX-3683](https://docs.theavoxai.com/error-codes/avx-3683), or
  [AVX-3706](https://docs.theavoxai.com/error-codes/avx-3706) without a plan).
- The **Manage connected apps** permission in your Switchboard to connect, test or disconnect. **See
  connected apps** lets people look at the rest.

## Connect Zoom

**1. Open Zoom in Avox**

Open **Apps** in the sidebar, then **Zoom**, and click **Connect**. Read what Avox will be allowed to do
and click **Continue**.

**2. Go to Zoom**

Click **Continue to Zoom**. Avox opens Zoom's own sign-in page and never sees your password.

**3. Sign in and allow Avox**

Sign in to the Zoom account whose meetings Avox should create and allow Avox. Avox's Zoom app is set up to
create, change and delete your meetings and to read which account you are, so Zoom lists those.

**4. Come back to Avox**

You return to the same page with a green message and your Zoom email shown as the account. Click **Open
Zoom in Avox**.

Finish in the same browser, signed in to Avox, within 10 minutes. Otherwise Avox asks you to start again
([AVX-3687](https://docs.theavoxai.com/error-codes/avx-3687) cancelled, [AVX-3688](https://docs.theavoxai.com/error-codes/avx-3688) too slow,
[AVX-3689](https://docs.theavoxai.com/error-codes/avx-3689) started by someone else).

**Coming soon** on Zoom means Avox's Zoom connection is not switched on yet
([AVX-3682](https://docs.theavoxai.com/error-codes/avx-3682)). There is nothing to do on your side: check back later or ask Support.

## What you see in Avox afterwards

Open **Apps**, then **Zoom**. The menu has **Overview**, **Meetings** and **Activity**.

- **Overview**: the status badge (**Connected**, **Needs reconnecting** or **Having trouble**), your Zoom
  account, when it last worked, when access was last renewed, the last problem with its code, and **Test
  connection**, **Reconnect** and **Disconnect**. A good test says Zoom accepted Avox's access.
- **Meetings**: **Sent by Avox** is every meeting Avox created; **In Zoom** is your upcoming meetings, 20 at
  a time with **Load more**. A meeting's page shows its time, length, guests and meeting ID, with **Copy
  meeting link**, **Open meeting link** and **Open in Zoom**. Statuses are **Scheduled**, **Happening now**,
  **Ended** and **Cancelled**.
- **Activity**: usage by day and the log, with a **Calls** tab and a **Webhooks** tab.

Avox renews Zoom's access on its own before it runs out. You sign in again only if the access is removed in
Zoom.

**Instant updates (webhooks) need nothing from you.** Zoom sends Avox meeting started, ended, changed time
and deleted on its own, and they update the status in Avox and appear once each under **Webhooks**. If you
remove Avox from your Zoom account, Zoom tells Avox and Zoom shows as disconnected.

## Using Zoom in Avox

**Create a meeting.** In the automation builder add **Use a connected app**, set **What to do** to **Create
a video meeting** and **With** to Zoom. Fill in **Title** (up to 200 characters), **Starts** (a date and
time, like a value from a table or Flow answer), **Length (minutes)** (5 to 720), and optionally **Time
zone** (like `Asia/Kolkata`), **Description** (up to 2,000 characters) and **Invite (emails)** (up to 20,
separated by commas). Avox works from the exact moment you give, including its time zone.

The step gives `{{meeting.join_url}}` and `{{meeting.id}}`. Under **If it can't be done**, choose **Stop the
run** or **Carry on with the next step**. App steps cost no credits. Answers from a submitted Flow reach the
step as `{{flow.<field>}}` when the automation starts with **Flow submitted** (see [Automations with Tables
and Flows](https://docs.theavoxai.com/automation/tables)).

**Example only, made up for illustration:** an automation starts when a customer submits a Flow that asks
for a time for an intro call. Step 1 creates a video meeting with Zoom, using a title you choose,
`{{flow.start_time}}` as **Starts**, a length, and `{{flow.email}}` under **Invite (emails)**. Step 2 is a
**Text reply** saying "Your meeting is booked" followed by `{{meeting.join_url}}`.

**Move or cancel.** Open **Meetings**, then a **Scheduled** meeting (needs **Manage connected apps**).

- **Reschedule** asks for a new date, start time and length in your own time zone, then **Move the
  meeting**. The new start must be at least a minute away and at most a year ahead
  ([AVX-3722](https://docs.theavoxai.com/error-codes/avx-3722)).
- **Cancel meeting** asks you to confirm, with a switch for **Tell the guests it's cancelled**. If the
  meeting is already gone in Zoom, Avox counts the cancel as done.

Once a meeting starts or ends these buttons are gone ([AVX-3721](https://docs.theavoxai.com/error-codes/avx-3721) if you try anyway).
Avox reads the meeting from Zoom first, so the action fits what Zoom says now.

## Limits

- **120 calls a minute** to Zoom from one Switchboard. Over that, calls are refused for the rest of the
  minute ([AVX-3695](https://docs.theavoxai.com/error-codes/avx-3695)) and nothing is sent to Zoom.
- Each try waits up to 10 seconds, and an automation step up to 30 seconds in all. An answer over 1 MB is
  refused.
- A meeting lasts 5 to 720 minutes and has up to 20 invitees. Lists show 20 at a time.

## When Zoom fails or says no

Zoom can be slow, busy or refuse a request. The rest of your account keeps working.

- **Retries.** Reads, moving, cancelling and renewing access are tried up to 2 more times (after about 0.4
  and 1.2 seconds) when Zoom is busy or unreachable; if Zoom says how long to wait, Avox waits up to 5
  seconds. **Creating a meeting is never repeated by Avox**, because a second try could make a second
  meeting.
- **Status.** If Zoom stops accepting Avox's access (removed in Zoom, or it cannot be renewed), the status
  becomes **Needs reconnecting** at once ([AVX-3692](https://docs.theavoxai.com/error-codes/avx-3692)). Five failed calls in a row
  make it **Having trouble**; one good call puts it back to **Connected** by itself. A bad detail Avox
  catches first does not count against it.
- **Log.** Every call is written to **Activity** with its result, tries and Zoom's own reason. Personal
  details are hidden and sign-in tokens are never kept.
- **Automations.** The step stops the run or carries on, as you chose. While the app **Needs
  reconnecting** or your Switchboard is paused ([AVX-3711](https://docs.theavoxai.com/error-codes/avx-3711)), the step does not run
  ([AVX-3596](https://docs.theavoxai.com/error-codes/avx-3596) in the run). A refusal from Zoom is
  [AVX-3605](https://docs.theavoxai.com/error-codes/avx-3605).
- **Pages.** If Zoom cannot be read, **Meetings** shows what Avox saved, with
  [AVX-3717](https://docs.theavoxai.com/error-codes/avx-3717) and a second code that says why, such as
  [AVX-3694](https://docs.theavoxai.com/error-codes/avx-3694) (not answering) or [AVX-3692](https://docs.theavoxai.com/error-codes/avx-3692) (needs
  reconnecting). Click **Refresh** when it is back.

**Before you run a step again,** look at your meetings in Zoom. If a create failed or took too long, the
meeting may still exist, so a second run could make a duplicate. If a move failed, check whether the new
time was applied. Then click **Refresh** in Avox.

## Disconnecting

On the **Overview** click **Disconnect**. Avox first shows what uses Zoom: those steps stop until you
connect again ([AVX-3708](https://docs.theavoxai.com/error-codes/avx-3708)). Avox asks Zoom to remove its access, deletes the access
it saved and keeps the log. Meetings already created stay in Zoom, so cancel any you do not want first. If
Zoom could not be told, Avox shows [AVX-3697](https://docs.theavoxai.com/error-codes/avx-3697): remove Avox from the apps added to
your Zoom account yourself.

## Common questions

**Zoom shows Needs reconnecting**

Avox was removed in Zoom, or its access could not be renewed. Click **Reconnect** and sign in with the same
Zoom account. Steps that use Zoom do not run until then.

**I signed in with a different Zoom account**

That is refused ([AVX-3703](https://docs.theavoxai.com/error-codes/avx-3703)). Sign in with the first account, or disconnect first
and connect the new one.

**Why can't I move or cancel a meeting?**

Both buttons only appear for a meeting that has not started yet.

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