With the Zoom for Google Workspace add-on, you can seamlessly schedule, join, and manage meetings directly from Gmail or Google Calendar. Your extension settings are synced from the Zoom web portal. After installing the add-on, you can use it in the desktop web browser (Gmail or Google Calendar) or mobile device (Google Calendar app). For further integration with Google Calendar, set up contacts and calendar integration.
Note: On November 16, 2020, Google enabled Google Meet as default for meetings when more than one video conferencing provider is enabled. If you have Google Meet enabled in addition to Zoom, learn how to change this default.
Requirements for installing and using Zoom for Google Workspace
Review the terms of service, specify if you want to make the app available to your whole domain or to a specific team or department, select the agreement box, and click Accept.
If you manage your organization's Google account and have access to the Google Admin console, follow these resources from Google to install Zoom for Google Workspace for your users.
How to enable account consistency checks for Google Workspace add-on
Admins can enforce strict email matching during sign-in to ensure only authorized users gain access, enhancing overall security and compliance with organizational policies. Follow these steps to enable account consistency checks:
Sign in to the Zoom web portal as an admin with the privilege to edit account settings.
In the navigation menu, click Account Management, then Account Settings.
In the Meetings tab, scroll down to the Security section.
Find the Ensure account consistency for Outlook and Google Workspace integrations toggle and click it to enable the setting.
If a verification dialog appears, click Enable to confirm the change.
How to enable or disable the automatic adding of video calls to Google Calendar events
Once the Zoom for Google Workspace add-on is installed, adding an event to Google Calendar will automatically add a Zoom Meeting if a guest is added. To enable or disable this feature:
Limitations and troubleshooting of the Zoom for Google Workspace add-on
Multiple Google accounts
When installing and using the add-on, it is advised you are not signed in to multiple Google accounts in the same browser. You cannot install the add-on if you are signed in to multiple Google accounts, so you will need to be only signed-in to the account that you want to install the add-on for. Additionally, when using the add-on and you are signed-in to multiple Google accounts with the add-on installed, this will cause issues when scheduling Zoom meetings.
Can't change ownership of the meeting through the Google Workspace add-on
The Zoom for Google Workspace add-on does not support transferring the Zoom host role within the context of Google Calendar's Change owner action. When you change the owner of an event on Google Calendar that has an associated Zoom meeting, it will not make that user the host in Zoom.
As a workaround, you can either add a user as an alternative host (if not using scheduling privilege) or edit the event through the add-on to change the Schedule For option (if using scheduling privilege).
To add an alternative host:
In Google Calendar, open the meeting and click the pencil icon to edit it.
In the right-side panel, click the Zoom for Google Workspace icon .
Scroll down to locate the Alternative Hosts field, then enter the email address of a user to add them as an alternative host for the meeting.
At the top of the panel, click Add Meeting.
On the meeting invite, click Save.
To change the Schedule For:
In Google Calendar, open the meeting and click the pencil icon to edit it.
In the right-side panel, click the Zoom for Google Workspace icon .
Under Schedule For, choose the user you have scheduling privilege for that you want to give host rights.
At the top of the panel, click Update Meeting.
On the meeting invite, click Save.
"This is a calendar meeting" and "Google Calendar Meeting (not synced)" placeholders
When scheduling a meeting through the add-on, a placeholder meeting is created and meeting invitation details from that placeholder meeting are added to the calendar event. Details of the actual calendar event, such as topic, agenda, and date/time, are not synced to the Zoom meeting until the calendar event is saved in Google. Once the calendar event is saved, it can take approximately 2 minutes for those meeting details to sync with Zoom, after which the placeholder meeting details in the calendar event will be updated.
During the sync, you may see that placeholder meeting on your list of upcoming Zoom meetings as "This is a calendar meeting" or "Google Calendar Meeting (not synced)". Once the sync is complete, this will be updated and should match the topic set for the calendar event. If the sync fails, sign out and sign back in to the Zoom for Google Workspace add-on.
Note: This placeholder meeting is typically scheduled for December 31, 1979, or January 1, 1980. Once the sync is complete, the date and time you scheduled the calendar event will take the place of the placeholder date/time.
"Failed to create conference" error when scheduling a meeting
If you receive a Failed to create conference error when scheduling a meeting with the Google Workspace add-on, it may be due to a service issue related to an exceeded API rate limit. Visit the Zoom Service Status page to learn more about current status and maintenance periods for all Zoom services.
As a workaround, it is recommended to use the Zoom Chrome Extension until the issue is resolved.
Troubleshooting sync issues
If you have saved the calendar event, waited a few minutes, and still have not seen the calendar details sync with Zoom, this could be caused by a few issues, such as not having write permissions to the calendar you are scheduling for or attempting to schedule a meeting in the past.
To attempt manually forcing the sync:
Use a web browser to sign in to Google Calendar.
In the right-side panel, click the Zoom for Google Workspace icon .
Click on the Google calendar event with sync issues. This will cause the add-on to check the calendar event ID with your Zoom meetings and sync any changes or missing info.
Wait 1-2 minutes for the sync to complete.
How your data is used
This app accesses and uses the following information from your Zoom account:
User info (name, email, timezone) - used when displaying info about the user.
Meeting settings - used when creating meetings with default settings.
Users with scheduling privileges - used to determine when allowing a user to schedule meetings for another user.
Meeting list - used when listing a user’s current meetings.
Meeting details (meeting mumber, topic, start time, duration, meeting password, meeting invitation which contains join instructions) - used to display details for a selected upcoming meeting.
This app accesses and uses the following information from your Google Workspace account:
Calendar event list - used to find an event to update Zoom meeting info and for displaying a user’s meeting list.
Calendar event details (title, time, type, organizer) - used when creating/updating a Zoom meeting for a calendar event.
Recipients of the selected email - used in Gmail integration for sending meeting invitations
Subject of the selected email - used in Gmail integration to populate the meeting topic of the created Zoom meeting