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Video Conferencing Setup

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Overview#

AutomateNexus CRM integrates with leading video conferencing platforms to streamline meeting scheduling. By connecting Zoom, Google Meet, Microsoft Teams or Zoho Meeting, you can have a meeting link generated automatically when someone books through a booking page or when you schedule a video call from the calendar, and give your team a choice of providers when they schedule a meeting from team chat. Zoom cloud recordings can also turn into meeting notes on their own. This guide covers the connection process for each platform and where the connections are used.

Prerequisites#

Before configuring video conferencing integrations, ensure you have:

  • An account with your preferred video conferencing provider (Zoom, Google Workspace, Microsoft 365 or Zoho).
  • For Google Meet and Microsoft Teams links in team chat, the organizer's calendar connected (see the Calendar & Scheduling Integrations guide): Meet links are created on the organizer's connected Google Calendar and Teams links on their connected Microsoft 365 calendar.
  • Authorization to connect third-party applications in your video conferencing provider (organizational accounts may require admin approval).
  • An organization admin account to change the team-chat meeting providers. Connecting your own Zoom, Meet, Teams or Zoho account needs no special role.
  1. Log in to your AutomateNexus CRM dashboard.
  2. In the sidebar, under Administration, click Integrations.
  3. Choose Scheduling in the left menu of the Integrations page.
  4. Scroll to the Video conferencing heading.

Under Video conferencing, each supported platform, Zoom, Google Meet, Microsoft Teams and Zoho Meeting, has a card with its connection status: Not connected with a Connect button, Connected with the connected account's email, or Expired with a Reconnect button. A connected card also has a disconnect button, which asks you to confirm before removing the connection.

Zoom Integration#

About the Zoom Integration#

The Zoom integration lets AutomateNexus CRM create Zoom meetings on your behalf: for bookings on a Video Call event type, for video calls scheduled from the calendar and, with cloud recording on, for automatic meeting notes. The integration uses Zoom OAuth for secure, token-based authentication.

Step-by-Step Zoom OAuth Setup#

  1. Navigate to Settings → Integrations → Scheduling → Video conferencing.
  2. Click Connect on the Zoom card.
  3. A Zoom authorization page opens. Sign in with your Zoom account.
  4. Review the permissions AutomateNexus CRM is requesting: create meetings and read your user profile.
  5. Click Allow to authorize the connection.
  6. You are redirected back to AutomateNexus CRM with the message "Zoom connected — Meetings can now be created on your Zoom account." The card shows Connected with your Zoom account email.

Zoom for Booking Pages#

When you have Zoom connected, it becomes available as the conferencing provider for booking event types:

  1. Navigate to Scheduling → Booking and open Event Types.
  2. Create or edit an event type.
  3. Under Location, set Location Type to Video Call and Conferencing Provider to Zoom.
  4. When a visitor books, the meeting link is generated for the booking.

Zoom Cloud Recordings and Meeting Notes#

There is no separate recording sync to set up. With your Zoom account connected and cloud recording turned on in Zoom, AutomateNexus CRM collects the transcript when Zoom finishes processing a recording and writes a summary and action items onto the meeting record. See AI Meeting Notes.

Google Meet Integration#

About Google Meet Integration#

Google Meet integration allows AutomateNexus CRM to generate Google Meet links for video bookings. Meet links are created through Google Calendar, so the connection asks for calendar event access on the Google account you sign in with.

Step-by-Step Google Meet Setup#

  1. Navigate to Settings → Integrations → Scheduling → Video conferencing.
  2. Click Connect on the Google Meet card.
  3. Sign in with your Google account and review the permissions: calendar events and your email address.
  4. Click Allow to authorize.
  5. Google Meet shows as Connected.

Google Meet for Booking Pages#

  1. Navigate to Scheduling → Booking → Event Types.
  2. Create or edit an event type.
  3. Under Location, set Location Type to Video Call and Conferencing Provider to Google Meet.
  4. When appointments are booked, a Google Meet link is generated for the meeting.

Google Meet Limitations#

  • Google Meet links are generated as part of Google Calendar events; the Google account you connect needs Calendar and Meet.
  • In team chat, the Meet link is created on the organizer's connected Google Calendar, so the organizer needs Google Calendar connected under Settings → Integrations → Scheduling → Calendars.
  • Recording and meeting length limits depend on your Google Workspace plan.

Microsoft Teams Integration#

About Microsoft Teams Integration#

The Microsoft Teams integration enables AutomateNexus CRM to create Teams meeting links for booked appointments and scheduled video calls. It is the natural choice for organizations using Microsoft 365 as their primary collaboration platform.

Step-by-Step Teams OAuth Setup#

  1. Navigate to Settings → Integrations → Scheduling → Video conferencing.
  2. Click Connect on the Microsoft Teams card.
  3. Sign in with your Microsoft 365 account.
  4. Review the permissions: create and manage online meetings, read your profile, and keep the connection signed in.
  5. Click Accept to authorize the connection.
  6. Microsoft Teams shows as Connected.

If your organization restricts third-party app permissions, a Microsoft 365 admin must grant consent for the AutomateNexus CRM app under Enterprise applications in the Microsoft Entra admin center (formerly Azure Active Directory) before users can connect their Teams accounts.

Teams for Booking Pages#

  1. Navigate to Scheduling → Booking → Event Types.
  2. Create or edit an event type.
  3. Under Location, set Location Type to Video Call and Conferencing Provider to Microsoft Teams.
  4. Booked meetings get a Teams join link.

Zoho Meeting Integration#

  1. Navigate to Settings → Integrations → Scheduling → Video conferencing.
  2. Click Connect on the Zoho Meeting card and sign in to Zoho.
  3. Review the permissions: create and read meetings, and read your profile.
  4. Zoho Meeting shows as Connected and can be chosen as the Conferencing Provider on a Video Call event type.

Meeting Providers for Team Chat#

Below the video conferencing cards, organization admins see the Chat meeting provider card. It controls which providers your team can pick when they schedule a meeting from a chat channel (Inbox → Chat, then Schedule meeting in the channel header):

  • In-app call — The built-in call room; attendees join inside the app.
  • Google Meet — A Meet link created on the organizer's connected Google Calendar.
  • Microsoft Teams — A Teams link created on the organizer's connected Microsoft 365 calendar.
  • Zoom — Through your organization's Zoom Server-to-Server OAuth app. Create one at marketplace.zoom.us with the meeting:write:admin scope and paste its Account ID, Client ID and Client Secret.
  • Cisco Webex — Through a Webex Access token from developer.webex.com with the meeting:schedules_write scope.
  • Jitsi Meet — A free public meet.jit.si room; no account needed.

Tick the providers to offer, at least one, and click Save meeting providers. Secrets are encrypted at rest and are not shown again once saved.

Using Video Conferencing in the CRM#

Scheduling a Video Call from the Calendar#

  1. Open Scheduling → Calendar and click Schedule Meeting.
  2. Set the meeting details and, if you like, the customer it is with.
  3. Under Meeting Type, choose Video Call.
  4. Under Video Platform, pick one of your connected providers. If none is connected, the form says "No video platforms connected" and links to Settings.
  5. Click Schedule Meeting. AutomateNexus CRM creates the meeting on the provider and stores the join link. If the provider cannot create it, the meeting is saved without a link and you can add a URL by hand.

Meeting Notes#

A Zoom meeting recorded to the cloud produces a transcript, a summary and action items on the meeting record, and an AI Meeting Notes activity on the linked customer's timeline. Meetings on other platforms can be captured with Record meeting under Scheduling → AI Notetaker. See AI Meeting Notes.

Testing Video Conferencing Integrations#

  1. Test the connection: after connecting, the card shows Connected with your account email.
  2. Test a booking: set an event type to Video Call with your provider, book a test appointment through your booking page, and check that the booking carries a meeting link.
  3. Test the calendar: schedule a video call from Scheduling → Calendar with your provider as the Video Platform, and open the link it stores.
  4. Test meeting notes: host a short Zoom meeting with cloud recording on and check Scheduling → AI Notetaker once Zoom has processed the recording.

Troubleshooting#

  • Verify the provider still shows Connected under Settings → Integrations → Scheduling; an Expired card needs Reconnect.
  • Check that you have an active subscription with the video conferencing provider.
  • For Google Meet, make sure the connected Google account has Calendar and Meet, and for chat meetings that the organizer's Google Calendar is connected.
  • For Teams, verify that admin consent has been granted if you use a Microsoft 365 organizational account.
  • Check that the event type's Location Type is Video Call and a Conferencing Provider is selected; with None, no link is created.

Connection Expired#

  • Provider tokens expire periodically. When a card shows Expired, click Reconnect and authorize again.

Teams Meeting Creation Fails#

  • Verify admin consent is granted for your Microsoft 365 tenant.
  • Ensure the connected account has a Microsoft 365 license that includes Teams.
  • Check that online meeting creation is not disabled in your Teams admin center.
  • Disconnect and reconnect the Microsoft Teams card.

Zoom Notes Not Appearing#

  • Cloud recording, not local recording, must be on for the Zoom account that hosted the call, and that account must be the one connected under Settings → Integrations → Scheduling.
  • Notes arrive only after Zoom finishes processing the recording, which can take several minutes.

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