Zoom Integration in Gainsight CE
This article explains admins how to enable, configure, and manage Zoom Webinars and Zoom Meetings in the Customer Education platform.
Overview
The Gainsight Customer Education (CE) platform integrates with both Zoom Webinars and Zoom Meetings to streamline event management, automate attendance tracking, and enhance learner engagement.
Key Features:
- Zoom Webinars automatically sync from Zoom to Gainsight CE.
- Zoom Meetings created in Gainsight CE sync to the selected Zoom account.
- Automated attendance tracking is available for Zoom Meetings and will be available in the future.
Zoom Meeting versus Zoom Webinar
| Feature | Zoom Meeting | Zoom Webinar |
|---|---|---|
| Automatic webinar sync from Zoom to CE | No | Yes |
| Create events in Gainsight CE | Yes | Yes |
| Supports multiple sessions per event | Yes | Yes |
| Automated attendance tracking | Available | Coming Soon |
Set Up Zoom Integration
To begin using Zoom with Gainsight CE, you must first create a connection between the two. This allows to seamlessly link Zoom Webinars and Meetings with the Gainsight CE platform for efficient scheduling and management.
To integrate Zoom with Customer Education:
- In Gainsight CE, navigate to Apps > Add-ons. The Add-Ons page appears.
- Click Instructor-Led Training.
- Turn on the Enable ILT toggle
- (Optional) Select the Allow users to add events to their calendars checkbox to enable scheduled events to sync with users' calendars.
- Click Connect a Zoom Account. You are redirected to the Zoom login page.
- Enter your Zoom credentials and log in. You are automatically returned to the Customer Education platform.
- In the Virtual Event Integrations section, review the following details:
- Zoom Account: Displays the connected Zoom email address.
- Account Type: Shows the license type associated with the Zoom account, such as Licensed.
- Status: Indicates whether the account is connected.
| IMPORTANT: If you have an existing integration with Zoom, it is recommended to reauthorize your Zoom accounts to enable Zoom Meeting integration. |
Note:
- Once connected, webinars sync automatically, and Zoom Meetings can be created directly within the CE platform.
- If a Zoom account is shared across multiple schools, updates apply to the most recently connected school.
- The Customer Education platform automatically registers learners for Zoom Webinars and Zoom Meetings only if the following conditions are met:
- Zoom’s auto-accept registration requests setting is enabled.
- Email and Name are the only required fields for registration.
- Learners must have their first name and last name in the profile section for automated registration.
- If logging in through SSO, learners must update their first name and last name on the profile page to register for the Zoom session.
- To add multiple Zoom accounts, clear your browser cache or use the Incognito mode before logging in to Gainsight CE and connecting your Zoom account.
Zoom Meeting Integration
Seamlessly connect and manage Zoom Meetings within the Gainsight CE platform for streamlined scheduling and attendance tracking.
The following sections provide detailed instructions on setting up and managing Zoom Meetings:
- How It Works
- Reauthorize Zoom Account
- Create a Zoom Meeting Session
- Track Attendance for Zoom Meetings
How It Works
- Zoom meetings are created directly on the CE platform.
- Attendance tracking is automated for Zoom Meetings.
- CE allows you to create and manage Zoom Meeting sessions within the platform while seamlessly syncing with Zoom. To maintain a clean and organized system, meetings do not sync from Zoom to Gainsight CE.
Reauthorize Zoom Account
To enable Zoom Meetings, you must first reauthorize your Zoom account without unlinking it.
| IMPORTANT: It is essential to not unlink your Zoom account, as this will remove all registered learners from your Instructor-Led Training (ILT) sessions. If you need to update or reconfigure your Zoom account, follow the steps below, even if your account is already linked. |
To reauthorize your Zoom account:
- Navigate to Apps > Add-ons.
- Open the Instructor-Led Training section.
- In the Virtual Event Integrations section, click Connect a Zoom Account to be redirected to the Zoom login page.
- Enter your Zoom credentials and log in. Automatically return to the Customer Education platform.
Your Zoom account is reauthorized, and you can now easily create and manage Zoom Meetings within CE.
Create a Zoom Meeting Session in Gainsight CE
| IMPORTANT: This feature is currently being rolled out to customers. If it’s not yet available in your org, it will be available soon. For early access, please contact our support team. |
In Instructor-Led Training (ILT), you can create a session using a Zoom Meeting for seamless integration. This automatically generates a Zoom Meeting link and enables automated attendance tracking within the Gainsight CE platform.
Prerequisite:
To add a Zoom session to an online event, you must first create an online ILT Event, or use an existing one. For more information on creating an Online ILT Event, refer to the Create ILT event section in the Instructor-Led Training TBA article.
To create a Zoom Meeting session:
- Under the newly created or an existing event, click Create Session.
- Enter other session details, such as start date, start time, session duration, Instructor, and Seats available.
- In the Session Type dropdown, select Zoom Meeting.
-
Choose the applicable Zoom account from the dropdown.
Note:
- The Zoom Meeting link is automatically generated and synced with your Zoom account.
- The link cannot be edited or deleted.
- To remove the link, change the Session Type to Online.
- Configure the Minimum Attendance Requirement setting for the session. This defines the Automated Attendance Threshold to set the minimum percentage of session time a learner must attend to be marked as Attended. For instance, if a session is 60 minutes long and the threshold is set to 50%, learners must attend at least 30 minutes to be marked as Attended.
- Click Create or Create and Add Another to proceed.
Track Attendance for Zoom Meeting
By default, attendance is automatically tracked based on the threshold you set. You can manually update it if needed.
Automatic Attendance Tracking
Enable real-time attendance updates based on the duration learners attend the session.
- Navigate to Content > Instructor-Led Trainings.
- Locate the event for which you want to view and manage attendance.
- Click the Edit icon under the Actions column. The Event Details page opens.
- Click the Sessions tab.
- Select the session for which you want to verify attendance and click the Registrants icon to view attendee details.
Attendance Tracking Details:
- Attendance is updated automatically based on the Automated Attendance Threshold configuration set for the session.
- For instance, if a session is 60 minutes long and the threshold is 50%, learners must attend at least 30 minutes to be marked as Attended.
- Attendance statuses can be one of the following:
- Attended: Learners meet or exceed the attendance threshold.
- Not Attended: Learners did not attend the session, or joined but did not meet the required attendance threshold .
- Pending: Attendance status has not been updated or recorded yet.
Note: Attendance is automatically marked as Attended or Not Attended, however, you can manually update it to Pending if needed.
Manual Attendance Update for Zoom Meetings
For Zoom Meetings, attendance is tracked automatically, but you can review and update records if needed. For more information on updating attendance for multiple registrants, refer to the Modify Attendance for Multiple Registrants section in the Instructor-Led Training article.
Zoom Webinar Integration
Easily sync and manage Zoom Webinars within the CE platform, for seamless registration, scheduling, and upcoming support for automated attendance tracking.
How It Works
- Webinars sync automatically to the CE platform.
- Learners can register directly through the CE platform.
- You can monitor registrations and attendance.
Manage Webinars
You can oversee Zoom Webinars by monitoring registrations, managing attendance, and ensuring a smooth learning experience. Webinars automatically sync with the CE platform, allowing learners to register and join seamlessly.
Note:
- You can manage webinar attendance similar to other online events.For more information on managing attendance for multiple registrants, refer to the Modify Attendance for Multiple Registrants section in the Instructor-Led Training article.
- You will be able to track attendance automatically with upcoming features.
Disconnect Zoom Integration
Disconnecting the Zoom integration removes your Zoom account from Gainsight CE and results in the following:
- All scheduled Zoom Webinars and related data are deleted from Gainsight CE.
- All scheduled Zoom Meetings and related data are deleted from Gainsight CE.
- Manual reconnection is required to restore integration features.
Note: If you only need to update the Zoom settings, gainsight recommends to reauthorize your Zoom account instead of completely removing the integration.
The Zoom integration can be removed using one of the following ways:
Disconnect Zoom from Customer Education
You can disconnect Zoom directly from the Customer Education platform to remove it from Gainsight CE. To disconnect from Customer Education:
- Navigate to Apps > Add-ons.
- Open the Instructor-Led Training section.
- Click the Disconnect icon next to the Zoom account to remove it.
Disconnect Zoom from the Zoom Marketplace
You can disconnect Zoom from the Zoom Marketplace to remove it from Gainsight CE. To remove zoom from Zoom Marketplace:
- Log in to the Zoom Marketplace.
- Search for the Northpass by Gainsight app.
- Click Uninstall to remove the integration.