DISCLAIMER: the integration with Zoom V1 reached its end of life and end of support on July 21, 2020.
For those using Zoom Meeting and Zoom Webinar for web training, your Docebo platform can integrate with Zoom, so your users can access live training VILT sessions directly in webinar courses 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 REST API support, as well as the possibility to manage meetings and webinars. Docebo shares with Zoom the platform users' first names, last names and emails during the webinar sessions.
Please note that the integration is available for Zoom SaaS, and does not support on-premise deployments.
Please note that Zoom for Government is not currently supported.
Activating Zoom in Docebo
Begin by logging into your platform as the Superadmin, then access the Admin Menu from the gear icon in the top right corner and press the Add New Apps button in the menu. Once you’re in the Apps and Features area, select the Web Conferencing tab in the tabs menu on the left side of the page. In the list of apps in this tab, find Zoom, then select the Try It For Free button.
In the pop-up box, read the description, then press Try It For Free. The app is now activated in your platform and you can configure the integration.
Creating a Docebo Application in Zoom
To create an application in Zoom, sign in to Zoom with a user having permissions to access the Zoom Marketplace and to build apps. Move to your profile page and select the Advanced drop-down option in the Admin menu, on the left. In the drop-down menu, select App Marketplace, you will be redirected to the App Marketplace website. At the top of the website, select the Develop drop-down menu, then click on Build App. You will be asked to choose your app type: select OAuth by clicking Create in the corresponding card. Begin the app-building process by typing your App Name, and click on Create.
Please note that the App Name must either be prefixed or affixed with the docebo- or -docebo keyword respectively in order to be properly identified by Zoom.
In the pop-up box, select the User-managed app option and deactivate the Would you like to publish this app on Zoom App Marketplace? toggle. You will be redirected to the Credentials tab of your App. The Client ID and the Client Secret are necessary to configure the integration with Zoom in Docebo. You now need to create your Zoom account in Docebo.
Move now to your Docebo platform and create your Zoom account. Log in as a Superadmin and access the Admin Menu by scrolling your mouse over the gear icon. Then, find the Zoom V2 section, and click on Manage. On the settings page, click New Account in the top right corner of the page.
Copy now the Zoom.us OAuth redirect account URL shown on the top of the right panel and paste it in the App Credentials page of your App in Zoom, in the Redirect URL for OAuth section. Now insert the Docebo platform full domain (with the following format: [platform_URL].docebosaas.com or [custom_domain]) in the Whitelist URL section and press Continue.
In the Information section, complete the Basic Information for your app by entering the app Long Name and Description, your Company Name, and the Name and the Email Address of the developer in charge of the integration (as a point of contact). Press Continue to move to the Features section and Continue again to move to the Scopes tab. From this tab, click Add Scopes. In the Add Scope pop-up, select the following options:
- If you selected the Meeting session type, move to the Meetings tab, and select View and Manage All User Meetings
- If you selected the Webinar session type, move to the Webinar tab, select View and Manage All User Webinars
- Independently on whether you selected the Meeting or the Webinar session type, move to the Recording tab, select View Your Recordings. When this option is selected, the recordings of your meetings or webinars will be saved at the end of the session, and you will be able to directly upload them from the Zoom Cloud to the platform. The maximum recording file size allowed for the Zoom Cloud upload is 800MB, as for the direct upload.
Creating a Zoom Account in Docebo
Move back to your Docebo platform where you have previously started the Zoom account creation. In the right panel, fill out all of the information, typing your Zoom Account Name and retrieving the Client ID and the Client Secret from your app in Zoom, Credentials tab. Select the session type; either Meeting or Webinar depending on your Zoom subscription.
- Select the Meeting option if you have a Zoom Meeting subscription. When this option is selected, the integration will create a Zoom Room Meeting out of every webinar session created by the selected account.
- Select the Webinar option if you have a Zoom Webinar subscription. When this option is selected, the integration will create a Zoom Webinar out of every webinar session created with the selected account.
Remember, every Zoom account created in Docebo can integrate either with Zoom Meeting or Zoom Webinar at a time, it is not possible to integrate both options with the same account. If you have both subscriptions, and you need to integrate both Zoom Meetings and Zoom Webinar, you have to create two accounts, one for each option.
Define the maximum number of sessions allowed per course (up to 999), the maximum number of sessions that this account can manage, and the maximum number of concurrent rooms. Please note that the number of concurrent rooms is the one agreed on in your Zoom license.
Press Create to create your Zoom account and finalize the integration with Zoom.
Activating and Managing Your Zoom Account in Docebo
Once your account is properly created and configured in Docebo, and the Docebo app is available in Zoom, you have to pair the Docebo Zoom account with your Zoom account in order for the integration to work properly. To do so, log in to Docebo as the user who configured the account to be paired, access the Zoom settings page from the Admin Menu, look for your account in the list of configured accounts, click on the ellipsis menu at the end of the account row, and select Pair.
At any time, you can edit the details of your account by clicking on the ellipsis menu at the end of the account row, and selecting Edit. You can delete your account by selecting Delete from the same ellipsis menu.
If you have created Zoom sessions for courses having the Webinar course type, when deleting a Zoom account, you will no longer be able to access, edit or remove any webinar session created with the deleted account. Remember to delete any sessions associated with the account before deleting it, and recreate them with another account (if needed).
This limitation does not apply to the webinar (VILT) sessions created for courses having the ILT (Instructor-Led Training) course type. Learn more about the new management of classroom courses and webinars.
The Docebo for Zoom integration does not support Polls and Breakout Rooms.
Once you have activated the app, you can create a webinar (VILT) course.
Starting on May 30, 2020, Zoom requires that all new and already scheduled webinar sessions must be secured with a passcode. You are required to set a passcode for every new Zoom webinar session, and to update all of the already scheduled Zoom webinar sessions by adding a passcode in the dedicated field in the Session date(s) management area. The passcode is required for the session configuration only, learners will not be required to enter it when connecting. The passcode is automatically calculated by Docebo, and it grants an adequate complexity. Do not enable any option in the Passcode Requirements section in Zoom (Admin Menu - Account Management - Account Settings tab).
Retrieving the App Credentials from Zoom
You can retrieve your Client ID and your Client Secret to configure the integration at any time. Log in into your Zoom account as an administrator and click on Manage in the top right corner, then move to the Created Apps option of the left sidebar. This area lists all of the previously created apps. Click on the App name to access the app page, and click on App Credentials in the left menu.
Please Note: The user that is created in Docebo for the Zoom integration will not count as an active user if they are not playing formal learning content from the platform, but are solely set up the integration for Zoom.
Migrating to Zoom Version 2
If you’re still using Zoom V1, please note that the End of Life date for this version of the integration is July 21, 2020. The following list shows the steps needed to migrate to Zoom V2:
- Configure the integration with Zoom V2, by following the instructions provided by this article. ZoomV1 and ZoomV2 can be simultaneously installed on your platform.
- Plan a date, before July 21, 2020, when you are moving to Zoom V2, and use the new version of the integration for the webinars you are scheduling from this date onward. Remember that the Zoom V2 integration is identified as Zoom V2 in the drop-down when scheduling webinars.
- If you have Zoom V1 webinar sessions already scheduled after that date, you have to delete them and create them from scratch with Zoom V2.
- Remove the integration with Zoom V1. Remember: you must delete the sessions associated with Zoom V1 before removing the integration, or you will not be able to delete them afterward.
Once the integration reaches its End of Life date on July 21, 2020, the webinar sessions scheduled with Zoom V1 will no longer be accessible or usable by Superadmins, Power Users, or Learners.