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CiviZoom Alternative

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CiviCRM Zoom Integration by NCN (Symbiotic fork)
Civirules Conditions/Actions that talk with Zoom, initially developed for NCN by Veda Consulting. Forked by Coop Symbiotic to add Oauth API support and minor fixes.

What it does
When users register to a CiviCRM Event, they will automatically be registered to the associated Zoom event (meeting or webinar). This has a multitude of benefits, including GDPR compliance and managing pricing/payment directly in CiviCRM. It also removes the need to manually export/import data between Zoom and CiviCRM, as well as being able to manage events in the same way you would any other CiviCRM events. This will also pull the registrants' details for the upcoming zoom based events and update them into the 'Event Zoom Notes' field of each event.

Symbiotic fork
This extension has been forked by Coop Symbiotic so that it works with the OAuth server-to-server Zoom API, instead of using JWT authentication. JWT was removed by Zoom in September 2023.
We also fixed a few minor issues:

Fixed an entity name that broke a Zoom API call
Custom fields (zoom register link et participant zoom registrant id) to produce a cancel link to include in event reminders {event.custom_xx}/success?act=cancel&user_id={participant.custom_yy}
Syncronize Zoom cancellations back to CiviEvents and update participant status


Requirements

PHP v7.4+
CiviCRM 5.60+
CiviRules extension
A Paid Zoom Account

If using Drupal7, there was a known conflict with Drupal Devel Module 7.x-1.5 (2559061).

Installation
A helper Youtube installation video can be found here - please note that it covers the old JWT authentication, but the OAuth config is similar.
Follow the Setup guide below, the key steps are;

Create a connector in Zoom (Oauth server-to-server App)
Create relevant custom fields in CiviCRM for Events to hold zoom information
Enable the CiviCRM OAuth Client extension. It is part of CiviCRM Core, but most be enabled from CiviCRM > Administer > System Settings > Manage Extensions.
Install the CiviCRM Zoom Extension. More details here about installing extensions in CiviCRM.
Connect CiviCRM to Zoom via settings

Following this you will then have the option, per event, to pass information over to zoom on registration of participants, either online or offline.
All of the setup and usage steps are outlined below.

Setup

Sign into Zoom and Create an Oauth App
The Oauth App within your Zoom account will allow you to connect CiviCRM to Zoom, so that it can pass over participant information.

Create an "Server to server Oauth app" in your zoom account's zoom market place page using the instructions given in the guide.
Keep a copy of the Account ID, Client ID and Client secret, you'll need them to enter them into theapp CiviCRM Zoom settings
Scopes: meeting:master, meeting:write:admin, webinar:master, webinar:write:admin, user:read:admin


Sign into CiviCRM and setup custom fields for Zoom
Create custom fields against the Event entity (you can select which types of events Zoom fields applicable too or leave blank for all events).
Also note we would recommend turning off the public setting on the custom field group as you probably dont want the IDs being exposed publicly on information pages.
The fields needed are

Zoom Account ID:

As the extension supports multiple zoom accounts in a single installation this field will store to which zoom account the meeting or webinar belongs to.
Please ensure that this custom field is set as Data Type to Integer and Field Type to Text as this field will only hold small natural numbers.
Please ensure that this custom field is set as View Only? to TRUE as its value is set from the 'zoom_account_list' and we don't want end users mistakenly entering invalid values.


Zoom Webinar ID

Will hold Zoom Webinar IDs.
Please ensure that this custom field is set as Data Type to Number and Field Type to Text as these fields will only contain large numbers (spaces in meeting numbers are trimmed before saving).


Zoom Meeting ID

Will hold the Zoom Meeting ID.
Please ensure that this custom field is set as Data Type to Number and Field Type to Text as these fields will only contain large numbers (spaces in meeting numbers are trimmed before saving).


Sign into CiviCRM and install the CiviCRM Zoom extension
More details here about installing extensions in CiviCRM.

Sign into CiviCRM and configure the OAuth client settings

Go to Administer > System Settings > Manage Extensions
Enable the "OAuth Client" extension
Then go to the OAuth Client page under Administer > System Settings > OAuth
There should be a few providers listed, including "Zoom". Click on "Zoom".
Enter the "Client ID (public)" and "Client Secret". These are 2 of the 3 values that were available from your Zoom account, when setting up the OAuth server-to-server credentials.
Click Save

Ignore the "Add (Auth Code)" button. As tempting as it is, it is not relevant here and it will not work.

Sign into CiviCRM and configure the Zoom settings


Install the extension


Navigate  to the zoom settings as Administer >> Zoom Settings >> Zoom Accounts Settings.


Create an entry for the zoom account (Note that the extension supports multiple Accounts)


On clicking the Add New zoom account button you'll be taken to a page where you need to enter the details of the new zoom account. Note the name is purely an internal identifier, in the case of multiple zoom accounts it can be use to easily differentiate the options. Select the configured OAuth Client from the list, and enter the Account ID (this is the 3rd credential from your Zoom account setup).


Navigate  to the zoom sync data settings as Administer >> Zoom Settings >> Zoom Data Sync Settings.


This page shows the list  of fields available in the zoom api for a Meeting or a Webinar.


You can select the fields you wanted to sync with the civicrm participants and save it. These selected fields are created as custom fields under the custom group 'Zoom Data Sync' against particpants.


Configure CiviRules to send participant information to Zoom
In order to pass the details over to Zoom the extension creates a new rule action "Add Participant to Zoom". The action uses the zoom details set on the event the participant has registered for and uses that to determine which event, if any, to register them into Zoom. What you will need to do is determine how long a delay, if any, you want before the participant is pushed to zoom.
Once you've decided this you can create a new CiviRule as per the below.
Add Trigger: Event Participant is added


Enabling the integration for a CiviEvent

Configuring the Zoom Event

Once the meeting/webinar has been created in the zoom, need to ensure whether the 'Required' check box has been marked against 'Registration' field as below.

Also please note that if additional fields(other than Last Name) and/or custom questions are enabled as required fields under the registration options, then the participant(s) will not be pushed from civi to zoom upon registration.


Configure the CiviEvent

Once the settings page has been created then you can see the configured zoom account ids list as drop down box just above the Webinar Id field , whenever you Add/Edit an event as below.
Once you've selected a zoom account and entered a Webinar Id / Meeting Id your webinar/meeting id will be verified with the selected zoom account along with a message next to the text box as below.


Creating Scheduled Jobs

Scheduled Job for Zoom attendance

Once you've created a zoom event, you need to create a scheduled job for that event. The Api Entity should be Zoomevent and the api action should be Generatezoomattendance. This api has only one parameter which is days this will be used to pickup the events which ended up within that number of days given(using the event's end date). For example if the days=10, then events(in your civi) ended within past 10 days from current date will be picked up and only for these events the participants' status  will be picked up from the zoom and updated in the civicrm. You can schedule the Job as frequent  as you need it to run.
It calls the following zoom apis:

Get Webinar Absentees
Get Meeting Participants


It updates the partcipant status accordingly as Attended
An example of the scheduled job setup has been done below


Scheduled Job for emailing new Zoom registrants

Once you've created a zoom event, you need to create a scheduled job for that event. The Api Entity should be Zoomevent and the api action should be Getrecentzoomregistrants. This api has two parameters one is mins i.e registrants who registered that many 'minutes'  before will be filtered and their details(such as First name, Last name and Email) will be updated to the 'Event Zoom Notes' custom field under that civi event. The other parameter is the to_emails , which is the Email address to which you want the filtered regitrants list could be sent, for multiple email addresses seperate each by a comma(,) symbol.
It calls the following zoom apis:

List Webinar Registrants
List Meeting Registrants


It also updates the details these registrants' details to the custom field 'Zoom Event Notes' of the corressponding event.
An example of the scheduled job setup has been done below


Scheduled Job for syncing Zoom data with with civi participants

Once you've created a zoom event, you need to create a scheduled job for that event. The Api Entity should be Zoomevent and the api action should be Synczoomdata. This api has only one parameter which is days this will be used to pickup the events which ended up within that number of days given(using the event's end date). For example if the days=10, then events(in your civi) ended within past 10 days from current date will be picked up and only for these events the participants' data will be synced from zoom and updated in the civicrm. You can schedule the Job as frequent  as you need it to run.
It calls the following zoom apis:

Get Meeting Participant Report
Get Webinar Participant Report
Get Webinar Absentees


It updates the details obtained from the above zoom apis to the custom  group 'Zoom Data Sync'.
The fields that would be updated against the participant record can be controlled by the selecting the custom fields in the page 'Zoom Data Sync Settings'.
Also for  the entry and exit time we pickup the first  entry time and last leaving time in case the participant has joined and left the meeting/webinar more than once.
For each entry/exit, the duration will also be stored against the participant record. And such that a maximum of 20 durations will be stored against a participant record.
Apart from that the total duration will be stored in a separate field.
An example of the scheduled job setup has been done below

It also updates the unmatched zoom participants details(name and email) to the custom field 'Unmatched Zoom Participants' of the corressponding event.


Others

Added a new custom field 'Zoom Join Link' to store zoom joining link which will be automatically updated upon saving the event. This will be common link for the meeting/webinar.
Added a new custom field 'Zoom Participant Join Link' which is unique for each registrant in zoom to join the meeting/webinar. This will be automatically updated when the zoom participant is being pushed from civi to zoom.
Added a link to the manage events page against every event to view the zoom registrants for that particular event.

Added a new page to view the zoom registrants and also added an option to import the contacts/participants missing in civi. You can select the email location type to be used while importing the contact in the zoom settings page.