SmarterMail Zoom Integration

The SmarterMail Zoom integration lets you attach a Zoom meeting to any SmarterMail calendar appointment. Connect your Zoom account once, then pick Zoom as the conferencing provider on an event — SmarterMail creates the Zoom meeting when the appointment is saved, puts the join link on the appointment, and keeps the Zoom meeting in step when you reschedule, rename or cancel it.

Jump to:

• Requirements
• Adding Zoom
• Usage
• Meeting Defaults
• Removing Zoom
• What SmarterMail Stores
• Troubleshooting
• FAQs
• Support

Requirements

To use the Zoom integration, you'll need:

• A Zoom account. Any tier works, including free. Some Zoom tiers require every meeting to have a passcode; SmarterMail reads your account's settings and reflects those rules on the meeting options. (See "Security Options".)
• A SmarterMail mailbox on a domain where Zoom is enabled. Zoom appears in the SmarterMail Marketplace only after your system administrator (or a domain administrator they have allowed to override) enables it for your domain. If you do not see it, ask your administrator.
• Popups allowed for your SmarterMail site. The Zoom sign-in and consent page opens in a popup window.
• Permission to authorize apps in your Zoom account. Some organizations — typically Zoom Enterprise accounts — require a Zoom administrator to pre-approve an app before members can authorize it. That is a one-click approval on the Zoom side. (See "I get an error from Zoom before I can approve" in Troubleshooting.)

Security Options

Zoom meetings created from SmarterMail offer these options:

• Waiting Room - Participants wait until the host admits them. When off, participants may join before the host.
• Require passcode - Participants must enter a passcode to join.
• Meeting passcode - A passcode of your choosing, up to 10 characters. Leave it blank and Zoom generates one.

Two rules come from your Zoom account, not from SmarterMail:

• If your Zoom account requires at least one security option on every meeting, SmarterMail enforces the same rule and will not save the appointment until Waiting Room or a passcode is selected. You will see "You must select at least one security option above."
• If your Zoom account "locks" an option — for example, some Zoom tiers require a passcode on every meeting and do not let you turn it off — SmarterMail shows that switch as read-only with the note "Required by your Zoom account settings." Change it in your Zoom account settings if you need it changed; SmarterMail re-reads your account settings at least every 15 minutes.
• The passcode is written to Zoom but is not read back into the editor afterwards. To see it, open the appointment body (where Zoom's invitation text is embedded) or the meeting in Zoom.

Adding the App

Adding Zoom requires that it first be enabled as an option in the SmarterMail Marketplace. If you do not see this option, contact your Domain Administrator. When available, adding a Zoom account is very simple:

1. Sign in to SmarterMail webmail.
2. In the top navigation bar, click More and choose Marketplace.
3. In the left menu, choose Conferencing.
4. Click the Zoom tile.
5. A Zoom window opens. Sign in to Zoom if you are not already signed in, review the permissions the SmarterMail app is asking for, and click Allow.
6. The Zoom window closes and SmarterMail shows the following: Your Display name and how this connection is labelled in SmarterMail (defaults to "My Zoom") and any Meeting Defaults, or the options every new Zoom meeting starts with. (These are seeded from your Zoom account's own settings; you can change them now or at any time later.)
7. Be sure to Save your changes.

The Zoom tile now reads Enabled, and Zoom appears in the Video Conference Type list on calendar appointments. If any step fails, see Troubleshooting.

What SmarterMail Asks Zoom For

When adding your account, the consent screen lists the permissions SmarterMail requests. SmarterMail only does the following:

• View your user information - Reads your Zoom email address and user id, to label the connected account and to match the connection back up if you reconnect.
• Create a meeting - Creates the Zoom meeting when you save an appointment with Zoom selected.
• Update a meeting - Updates the Zoom meeting when you rename or reschedule the appointment.
• Delete a meeting - Cancels the Zoom meeting when you remove it from the appointment or delete the appointment.
• View a meeting - Reads a recurring meeting's occurrence list, so changes to single occurrences can be reconciled.
• View a meeting invitation - Fetches Zoom's invitation text (meeting ID, passcode and dial-in numbers) to embed in the appointment.

Usage

Adding a Zoom Meeting to an Appointment

Adding a Zoom meeting to an appointment is very simple:

1. Open your calendar and create a new appointment, or open an existing one for editing.
2. Set the subject, date and time, and add your attendees as usual.
3. In Video Conference Type, choose Zoom.
4. A Zoom Video Conference Settings card appears. Adjust the meeting options if you want to. (See — see Security Options, above.)
5. Click Save.

SmarterMail creates the Zoom meeting at that point. The notice "The online meeting will be created when the appointment is saved" is there because nothing is sent to Zoom until you save the appointment. Once saved, the appointment shows a read-only "Meeting Link" field with a copy button, the join URL becomes the appointment's location, and Zoom's full invitation — meeting ID, passcode and dial-in numbers — is appended to the appointment body. Attendees receive all of that in the meeting invitation SmarterMail sends.

Change or Reschedule a Zoom Meeting

To edit an existing appointment, simple make your edits and save. SmarterMail updates the Zoom meeting to match the new subject, date, time and duration.

Changing the passcode causes Zoom to issue a new join URL. SmarterMail replaces the link on the appointment and re-sends the invitation so attendees get the working link — expect attendees to receive an update when you change a passcode.

After a meeting is attached, the Video Conference Type selector lets you keep or remove the meeting, but not switch it to a different provider. To move an appointment to another provider, remove the Zoom meeting first, save, then choose the other provider.

Remove a Zoom Meeting

To remove a Zoom meeting, simply open the Appointment and change the Video Conference Type to "None", then save the appointment. SmarterMail cancels the Zoom meeting and strips the link and invitation text from the appointment. Simply deleting the appointment altogether also cancels the Zoom meeting.

Recurring Appointments

A recurring appointment gets one Zoom meeting for the whole series, and one join link that every occurrence shares.

Zoom supports a narrower set of recurrence patterns than SmarterMail does. Where the pattern maps cleanly, SmarterMail creates a fixed-time recurring Zoom meeting whose occurrences line up with your appointment. Where it does not — yearly patterns, series with no end date, or intervals beyond what Zoom accepts — SmarterMail creates a recurring Zoom meeting with no fixed time. The join link works exactly the same for attendees; the difference is that the Zoom app's own listing will not show the individual occurrence times. The times in the appointment and its invitation remain correct.

Editing a single occurrence of a series can only change that occurrence's meeting options if that occurrence has a meeting of its own. Otherwise, edit the series.

Scheduling Pages / Appointment Types

If you publish a Scheduling Page, you can select Zoom as the conferencing provider on the Appointment Type. A Zoom meeting is then created automatically for each booking, using your connected account and your meeting defaults, and the join link is included in the confirmation.

Meeting Defaults

Meeting defaults decide what the options look like when you first select Zoom on a new appointment. They do not change meetings that already exist.

To change them go back to the Zoom tile in your Marketplace. You can adjust the values under Meeting Defaults, just be sure to Save your changes.

SmarterMail applies defaults in this order, from top down, with each setting overriding the one before it:

1. Anything your Zoom account enforces, which are managed by a Zoom administrator. These always win, so the form never offers a value Zoom will reject.
2. The defaults you set as Meeting Defaults.
3. Your Zoom account's own new-meeting settings.
4. SmarterMail's built-in defaults.

Removing the Zoom Integration

You can disconnect Zoom from either side: From SmarterMail or from Zoom. Doing it in SmarterMail is preferred, because SmarterMail then revokes the token with Zoom and deletes it locally in one step.

Disconnect in SmarterMail

1. In the top navigation bar, click More and choose Marketplace.
2. Choose Conferencing, then click the Zoom tile.
3. Click Disable.
4. Confirm by clicking Disable on "Would you like to disable this integration?"

Remove in Zoom

1. Sign in to Zoom and go to the Zoom App Marketplace.
2. Click Manage → Added Apps, or search for the SmarterMail app.
3. Click Remove.

What happens after removal

• Meetings already created keep working. SmarterMail does not cancel anything when you disconnect. Existing Zoom meetings remain in your Zoom account and their join links keep working for you and your attendees.
• Existing appointments are unchanged. The join link, the invitation text and the meeting details stay on the appointment, and attendees' copies are unaffected.
• SmarterMail stops managing those meetings. With no connected account, later edits to an appointment are not sent to Zoom, and deleting an appointment no longer cancels its Zoom meeting. Cancel or change those meetings in Zoom directly, or reconnect first.
• Zoom stops appearing as a conferencing option on new appointments.

How your data is handled after removal

• SmarterMail calls Zoom's token revocation endpoint to invalidate the access token, then deletes the stored access token and refresh token from your mailbox settings. This happens whether or not the revocation call succeeds.
• Your Zoom email address and Zoom user id are deleted along with the connection record.
• Your saved meeting defaults are kept, so reconnecting later restores your preferences.
• Zoom meeting IDs already recorded on appointments are kept. They carry no personal data, and keeping them means that reconnecting the same Zoom account restores management of those existing meetings.
• If you later connect a different Zoom account, SmarterMail will not touch meetings created by the previous account — it has no authority over them.
• Removing the app from the Zoom side invalidates the tokens at Zoom. The next time SmarterMail tries to use the connection it fails and reports that the Zoom account needs to be reconnected; disconnect in SmarterMail to clear the stored tokens.

What SmarterMail Stores

Everything below is stored on your own organization's SmarterMail server. No Zoom data is sent to or held by SmarterTools.

• Your Zoom access and refresh tokens are stored in your mailbox settings and are encrypted at rest.
• Your Zoom account email and Zoom user id are stored in your mailbox settings. They are used to label the connection and to match it on reconnect
• Your meeting defaults are stored in your mailbox settings. (Option values only.)
• Your Zoom meeting ID and provider are stored in any existing appointments. They are used to update or cancel the right meeting.
• Join URL and Zoom's invitation text are stored in any existing appointments.

Troubleshooting

Below are some potential issues and their respective solutions:

• Zoom does not appear in the Marketplace
  Zoom must be enabled for your domain by a system administrator, or by a domain administrator if the system administrator has allowed domain-level overrides. You may see "No conferencing integrations enabled by your administrator." or "Feature is disabled by System Administrator". Contact your administrator.
• I see "Popup blocked! Please enable popups for this site."
  The Zoom sign-in window could not open. Allow popups for your SmarterMail address in your browser and click the Zoom tile again.
• "Authorization canceled by user"
  The Zoom window was closed before authorization finished. Click the tile and try again, and click Allow on Zoom's consent page.
• "Invalid permissions received from provider. Please try again and grant full permissions."
  Zoom returned an authorization that is missing permissions the integration needs. Start over and approve all requested permissions on the consent screen.
• "Zoom is not enabled for this domain."
  Zoom was turned off for your domain between the time the page loaded and the time you clicked. Reload SmarterMail and check with your administrator.
• "It looks like your Zoom account is already authenticated."
  A Zoom account is already connected to this mailbox. One mailbox supports one Zoom connection — disconnect the existing one first, then connect the account you want.
• I get an error from Zoom before I can approve
  If your organization restricts which apps members may install, Zoom blocks the authorization and asks you to request approval. Ask your Zoom administrator to approve the SmarterMail app for your account; they can do this from the Zoom App Marketplace admin screens. No app registration is needed on their part.
• "The Zoom account needs to be reconnected."
  Your stored Zoom token is no longer valid — usually because the app was removed on the Zoom side, your Zoom password changed, or the token was revoked. Go to Marketplace → Conferencing → Zoom, click Disable, then connect again.
• The appointment saved, but no Zoom meeting was created
  SmarterMail does not block a calendar save when Zoom is unreachable — your appointment is never lost because of a Zoom outage. Check that the connection is still valid (above), then re-save the appointment to create the meeting. If it keeps failing, ask your administrator to check the SmarterMail calendar log, which records the reason.
• I changed the appointment but Zoom still shows the old details
  Check that the Zoom account is still connected. If it is, and the meeting was deleted in Zoom in the meantime, SmarterMail cannot update a meeting that no longer exists — remove the meeting from the appointment (set Video Conference Type to None), save, then add it again.
• I turned the passcode off and Zoom turned it back on
  Some Zoom tiers and account policies require a passcode on every meeting and silently restore one. Check Settings → Security in your Zoom account; if the passcode setting is locked there, it cannot be removed from SmarterMail either.
• The Waiting Room / passcode switch is greyed out
  Your Zoom account fixes that option. SmarterMail shows "Required by your Zoom account settings." next to it. Change it in your Zoom account settings; SmarterMail picks up the change within 15 minutes.
• Changes I make in Zoom do not show up in SmarterMail
  This is expected. Synchronization is one-way: SmarterMail pushes appointment changes to Zoom, but does not read meeting changes back. Make your changes in the SmarterMail appointment so both stay in step.

FAQs

• Do I need a paid Zoom account?
  No. Any Zoom account works, including free. Free accounts are subject to Zoom's own limits — for example forced passcodes and meeting length caps — and SmarterMail reflects those limits in the meeting options.
• Does everyone in my organization have to connect their own Zoom account?
  Yes. Authorization is per user, so each person connects their own Zoom account to their own mailbox.
• Do my attendees need a SmarterMail account or a Zoom account?
  No. Attendees receive an ordinary meeting invitation containing the join link and dial-in details, and join like any other Zoom meeting.
• Can I connect more than one Zoom account?
  Not to the same mailbox. Disconnect one before connecting another.
• Is the link in the appointment the host link?
  No. It is the join link. Start the meeting as host from your Zoom client.
• Will my attendees see my passcode?
  Yes — the passcode is part of Zoom's standard invitation text that SmarterMail embeds in the appointment, exactly as Zoom's own scheduler does.
• What happens to my Zoom meetings if my administrator turns the integration off?
  Existing meetings and links keep working. SmarterMail stops offering Zoom on new appointments and stops pushing changes to existing ones. Your connection is preserved, so re-enabling restores everything.
• Does SmarterTools see my Zoom data?
  No. The integration runs entirely between your own SmarterMail server and Zoom. Your tokens are stored encrypted on that server. The only SmarterTools-operated component is a redirect endpoint that hands the authorization response back to your own SmarterMail install; it does not retain credentials.
• Can I get a recording or transcript into SmarterMail?
  No. The integration covers scheduling only. It requests no access to recordings, transcripts or meeting contents.

Support

SmarterTools support is available to licensed customers via the following channels:

• Support tickets — Sign in to your SmarterTools account from our website and choose My Tickets from your avatar's dropdown menu.
• Knowledge Base — Available at https://portal.smartertools.com/kb/root.aspx. The Knowledge Base is available to anyone, licensed customers or not.
• The SmarterTools Community — Available at https://portal.smartertools.com/community/. (Requires registration.)
• This online help documentation — Available at https://help.smartertools.com/SmarterMail/Current/Topics/. This website is publicly accessible and requires no SmarterMail license or registration to view.
• Sales and Billing assistance is available by phone: +1 (623) 434-8050 or +1 (877) 357-6278 (toll free).
• Sales and Billing online chat is available on our website.

Our Business Hours and complete contact details, including support options, are available on the Contact SmarterTools page of our website.

For support, our initial response time is within four (4) Business Hours for standard support. Customers with emergency support receive a one (1) hour initial response, 24/7/365.