Introduction
For those using Zoom Meeting and Zoom Webinar for web training, your Docebo platform can integrate with Zoom, so your users can access live VILT (Virtual Instructor-Led Training) training sessions in their Docebo platforms.
You must have an active Zoom account and remain in agreement with the terms and conditions in your contract in order to successfully configure this integration. Also, note that your Zoom license must include the possibility to manage meetings and webinars. Docebo shares the platform users' first names, last names and emails with Zoom during the webinar sessions.
This article serves as a guide for Superadmins to configure the Docebo VILT for Zoom V3 integration.
Activating Zoom in Docebo
Activate the Zoom app as described in the Managing apps and features article of the knowledge base. The app is listed in the Web Conferencing vertical tab.
Prerequisites
Please make sure that the following prerequisites are met:
| Prerequisite | Description |
|---|---|
| Account pairing |
In order to pair accounts, you will need to make sure that you are logged into Zoom with administrator access or, alternatively, with an account that has at least the same permission levels as described in the Before you proceed section of the chapter Pairing a Zoom account with Docebo. Please note: The account you use to pair with Zoom must have persistent rights and can not have its access rights removed after the pairing process is completed or the integration will stop working as intended. Docebo recommends using a service account for this purpose. If you have removed some or all of the required the rights from the account you used to pair with Zoom, you will need to re-add the privileges. |
| Host pairing | Users who are assigned as hosts must have a valid Zoom license and exist in both Docebo and Zoom with identical email addresses. For more information please see the section on Zoom Hosts tab. |
| Licenses | All users in Zoom that you pair to be a host must have a valid Meeting license. If you wish to use the Webinar feature, you will need to make sure the Zoom account is also licensed for that functionality. |
Pairing a Zoom account with Docebo
Before you proceed
For security purposes, Docebo recommends limiting the scope of the integration's permissions to what is necessary. In order to do so, first access your Zoom admin panel and create a group that you will use for the paired accounts in the integration. Next, in the Roles area, set the following permissions:
| Permission | Access level |
|---|---|
| User management | View and modify access, restricted to the defined group |
| Role management | View access |
| Account settings | View access |
| Recording and transcription management | View access |
| Usage reports | View access |
| User activity reports | View access |
Next, press the Save changes button.
Next, add the hosts and alternative host accounts that you wish to use for this integration to the created group.
Tip: If you remove an account from the group, make sure you also unpair it from the integration, failing to do so will cause errors when scheduling a meeting.
Unsupported account pairing scenarios
You can not pair a Zoom account, an example account would be yourcompany.zoom.us, in more than one LMS. If you do, the previous pairing will be overwritten and it will stop working, invalidating all the events created. You also can not pair a Zoom account with more than one Zoom user in the same LMS or in a different LMS. Should this situation arise, you will need to re-pair the Docebo account with the same Zoom account.
Examples of unsupported scenarios
Case 1: Pairing a Zoom account with more than one LMS:
| Scenario | Outcome |
|---|---|
|
The Zoom account is paired with the following platforms:
|
|
Case 2: Pairing a Zoom account with more than one Zoom user in the same LMS or in a different LMS:
| Scenario | Outcome |
|---|---|
|
The following pairings are created:
|
|
Tip: If you need to use more than one Zoom account, pair just one of the accounts. Make sure this account has the proper permissions to the Zoom Marketplace. The non-paired accounts can then be made hosts under the first company account. Each host account must have a valid license and the email address in Docebo must match the email address in Zoom.
Supported account pairing
In Docebo, access the Zoom administrative panel from the Add-ons and integrations (jigsaw icon). Next, locate Zoom V3.
You will then be presented with the screen where you can manage your Zoom accounts. Press the plus button in the top right corner of the screen to add a new account. Next, in the resulting slide-in window, add the account name you wish to pair and an optional description, then press Create and Edit.
In the next screen, verify that the information you have entered is correct and then press the Pair Account button in the Pairing required notification bar.
In the resulting confirmation window, press the Pair The Account button to proceed with the pairing process.
It is possible that, at this point, you will receive a notification stating You cannot authorize Docebo in which case you need to activate the Approve for all users toggle to proceed.
You will then receive a notification in Zoom asking you to confirm the pairing. Press Allow to proceed with pairing the account. For a list of permissions required by the app, please see the Permissions section of the Docebo App listing on the Zoom Marketplace (opens in a new tab).
Your account will now be shown in the Account Management screen. If the account exists in Zoom then the status will show Paired, otherwise it will show Not Paired.
Next, configure the account by pressing on the account name in the list bringing you to the screen where you can manage your account properties. It is broken down into the Properties and Zoom Hosts tabs across the top of the screen. The Properties tab has a sidebar where you can choose between General and Advanced Settings of the account properties.
Properties tab
The Properties tab contains all the configuration options relevant to the pairing of the account.
General screen
The General screen contains basic properties relevant to the paired account.
General Information section
| Field name | Description |
|---|---|
| Account Name | This field allows you to change the account name. |
| Description | This text-input field allows you to add an optional description of the account name. |
| Account Status | This read-only field shows whether or not the account is paired or unpaired. |
Options section
| Field name | Description |
|---|---|
| Set session limits per course | This checkbox, when active, displays an input field that allows you to set the maximum number of sessions per course. This number can be a value between 1 and 999. |
| Set session limits per account | This checkbox, when active, displays an input field that allows you to set the maximum number of sessions per account. This number can be a value between 1 and 999. |
| Set limits for concurrent rooms | This checkbox, when active, displays an input field that allows you to set the maximum number of concurrent rooms per account. This number can be a value between 1 and 999. |
Settings Template section
| Field name | Description |
|---|---|
| Zoom Meeting Template |
If you have created a meeting template in Zoom under the paired account, you can assign it here and your presets will automatically be used for every meeting created using this account. Please note: Zoom meeting templates are defined in Zoom by the paired account and are enabled for use by the users of the integration using the Manage Templates screen and checking the boxes in the Enable for Account column. Only templates that have been made available at the Zoom account level by the user paired with Zoom are available for use with this integration. For more information please see Configuring admin meeting templates in the Zoom Knowledgebase (opens in a new tab). |
Advanced Settings screen
The Advanced Settings screen contains settings activating certain types of authentication or registration when a user joins your meetings.
Registration section
| Field name | Description |
|---|---|
| Enable mandatory registration for all users |
If this checkbox is activated then a user who wishes to join your meeting, or webinar, must be logged into Zoom in order to do so. If the user is not logged in to Zoom then the user is registered in Zoom using the email address, first name and last name used in Docebo. This should be enabled if you want to ensure that the learner will be using the same email address in Zoom as they are using in Docebo. If they do not use the same email address and if their Zoom user account is not paired with Docebo, their attendance will not be registered.
|
Authentication section
| Field name | Description |
|---|---|
| Enable mandatory authentication for all users | If this checkbox is activated you will require all users wishing to join your meeting to have to be logged in via a specified authentication method. This will effectively allow you to control the origin of users joining your meeting or webinar if they are, for example, required to log in via your corporate Single sign-on option. |
Zoom Hosts tab
The Zoom Hosts tab allows you to assign users to be Zoom hosts. To assign a Zoom host, press the button in the top right corner of the screen and choose Assign Zoom Hosts. Next, in the slide-out list, select all the users you wish to become Zoom hosts and, when you have finished making your selections, press the Confirm button.
If you attempt to pair a host and the user does not have an account in Zoom, you will be advised in the list of hosts that the account was not paired. In that case, double-check and, if necessary, create the account in Zoom and press the circular arrow icon in the list of users next to the name to retry the pairing process.
To delete a user as a host, simply locate and press the trashcan icon in the row where the user is listed.
In order to check the list of accounts in Zoom for verification purposes, log in to your Zoom account as an administrator and visit https://zoom.us/account/user#/ (opens in a new tab).