Connect Zoom

A Zoom meeting for every session

If you run your sessions on Zoom, you can link your own Zoom account to Hubabble. From then on, every session a client books comes with its own Zoom meeting on your account, created for you.

• Booked: we create one Zoom meeting for that session.

• Rescheduled: we move the same meeting to the new time, so your client's link doesn't change.

• Canceled: we take the meeting off your Zoom.

Passcodes, the waiting room, and recording follow your own Zoom settings. Hubabble never starts a recording. Your client can't start the meeting before you join.

Zoom receives only what a meeting needs: the time, length, and time zone, a meeting name made from the session type and the first word of your client's name in Hubabble (like "Discovery call with Maya"), and a note that it was booked through Hubabble. Nothing else about your client goes to Zoom.

Who can use it

This is rolling out to accounts in stages. If you don't see Connect Zoom in your settings yet, write to us at hello@hubabble.com and we'll help.

Add Zoom

1. In Hubabble, open Settings, then Sessions.

2. Find the Zoom option and choose Connect Zoom.

3. Zoom opens. Sign in if it asks, review what Hubabble for Zoom can do, and approve it.

4. You land back in Settings, which now says Zoom connected and shows which Zoom account.

If your Zoom is managed by an organization, your Zoom admin may need to approve Hubabble for Zoom first.

Want a safety net? Fill in Backup link (optional), like your personal meeting link, and choose Save changes. If Zoom can't create a meeting, we send your client there instead.

You can also start on Zoom's Marketplace: find Hubabble for Zoom and choose Add. We'll ask you to sign in to Hubabble, then take you through Zoom's approval once more, so it lands on your own practice.

Using it

Your client's booking confirmation has a join button. When it's almost time, it takes them straight to your Zoom meeting. The meeting sits in your Zoom with your other meetings, so you start it there as usual.

If Zoom is slow or down when someone books, the booking still goes through and we keep trying for about 45 minutes. If we still can't create a meeting, your client receives your backup link, or a note that you'll share how to join. We'll usually let you know too, so you can follow up.

If a reschedule can't reach Zoom, your client's link stays the same. If the meeting time still hasn't moved, we let you know so you can fix it in Zoom.

Sometimes our access ends on Zoom's side. Settings then shows Reconnect Zoom, and until you reconnect, new sessions use your backup link, or go out without a video link. Once in a while, after we update Hubabble for Zoom, Settings may also ask you to reconnect once.

Remove Zoom

In Hubabble: open Settings, then Sessions, and choose Disconnect under Zoom connected. We'll check first. If your sessions use Zoom meetings, the check says: "New sessions won't get a Zoom meeting anymore. They'll use your backup link if you saved one, or go out without a video link. Sessions you've already booked keep their Zoom links." Choose Disconnect Zoom to finish. We ask Zoom to end our access, and we delete your Zoom sign-in tokens and the Zoom details we saved: your Zoom user ID, account ID, and email address.

In Zoom: sign in to the Marketplace, choose Manage, then Added Apps, and choose Remove next to Hubabble for Zoom. When Zoom tells us, we erase your Zoom sign-in tokens, account ID, and email address right away, plus the Zoom meeting IDs we kept for your sessions. We keep a short log entry for Zoom's message, so the same message is never acted on twice. Settings then lets you know, and you can add it again any time.

Either way, afterward:

• New sessions no longer come with Zoom meetings. They use your backup link, or go out without a video link, until you reconnect or pick another option in Settings.

• Sessions you've already booked keep their Zoom links, because those meetings live on your own Zoom account.

• While Zoom isn't connected, Hubabble can't change those meetings. If you reschedule one, it's treated like a new session. If you reschedule or cancel one, take its old meeting off your Zoom yourself. Any leftover meetings are yours to clear whenever you like.

Troubleshooting

• Meetings end after 40 minutes. That's Zoom's limit on its free Basic plan, not Hubabble's. A paid Zoom plan lifts it.

• Zoom asks for your admin's approval. Your Zoom is managed by an organization. Ask your Zoom admin to approve Hubabble for Zoom, then try again.

• "That Zoom account is already connected to another Hubabble practice." Disconnect it there first, or use a different Zoom account.

• Settings asks you to reconnect. Choose Reconnect Zoom in Settings, under Sessions.

Your privacy

Hubabble for Zoom only asks to create, move, and delete your meetings, and to read your Zoom profile, of which we keep only the three details above. Our Privacy Policy has the rest.