Issues with meetings and calendar integration

Issue

You may experience various problems when scheduling Zoom meetings or integrating with calendar applications, including:

• Unable to schedule meetings through Outlook or other calendar applications due to plugin errors or connectivity issues.
• Add to Calendar links prompting for Zoom login without proceeding further.
• Error messages when editing recurring meeting instances or We're sorry, we couldn't access Zoom in Outlook.
• Blank screens or spinning wheels when attempting to add Zoom meetings through mobile calendar apps.
• Meeting invitations not being sent automatically or appearing in participants' calendars.
• Calendar integration showing incorrect hosts or failed invitation delivery when using multiple accounts.
• Alternative host fields not populating when searching for users in the Outlook add-in.
• Meeting recordings now showing in meeting assets on calendar events.

Environment

• Zoom web portal and desktop applications with calendar integration features.
• Microsoft Outlook (desktop and mobile), Google Calendar, and other email calendar systems.
• iOS and Android devices running Outlook mobile apps with Zoom add-ins.
• Microsoft Intune App Protection Policies in managed environments.
• Multiple email accounts (Google, Outlook, SSO) configured simultaneously.
• Zoom Workplace Pro, Business, and Enterprise accounts with calendar integration capabilities.

Cause

Calendar integration and meeting scheduling issues occur due to several factors:

• Authentication problems between Zoom and calendar services requiring proper authorization and permission setup.
• Intune App Protection Policy configurations blocking Zoom universal links in mobile environments.
• Multiple account conflicts when different email addresses are logged in simultaneously across browser sessions.
• Outdated plugin versions or corrupted installations preventing proper communication between applications.
• Meeting recurrence corruption in Zoom causing editing errors for individual meeting instances.
• SSO-only authentication limitations that don't support standard calendar integration methods.
• Participants access to meeting assets is not enabled for the account not allowing access to recordings.

Resolution

Use the solutions below based on your specific calendar integration or scheduling issue.

Set up calendar integration for Google Calendar and Outlook

If your meetings are not showing on your calendar, it might be due to your calendar integration not being set up properly, having an expired authorization, or missing permission. Follow these steps to enable proper calendar integration and resolve authentication issues with Add to Calendar links.

1. Sign in to the Zoom web portal.
2. In the navigation menu, click Profile.
3. In the Others section, scroll to Calendar and Contact Integration.
4. Click Configure Calendar and Contacts Service.
5. Select your calendar service (Google Calendar, Exchange, Office 365, or Apple iCloud).
6. Review the permissions and follow the on-screen instructions to authorize Zoom access to your calendar.
7. After configuring your calendar, verify the following:
   • If using Google Calendar, ensure your calendar has appropriate sharing settings.
   • If using Outlook, install the Zoom for Outlook add-in and enable Include invite link in location field and Insert Zoom meeting invitation above existing content options.

Resolve Outlook plugin connectivity and authentication errors

If you're unable to schedule meetings, see the message "We're sorry, we couldn't access Zoom", or installation prompts when the Zoom Workplace desktop app is already installed, use the following steps to resolve.

1. Download and run the Clean Zoom utility to resolve plugin conflicts.
2. Allow the utility to complete the uninstallation process.
3. Restart your computer.
4. Reinstall Zoom Workplace app.
5. Remove and reinstall the Zoom for Outlook add-in (or plug-in).
6. In both the Zoom app and Outlook Add-in (or plugin), sign in with the same email address.
7. Test scheduling a meeting through Outlook to verify the fix.

Learn more about installing the Microsoft Outlook plugin and Add-in.

Resolve recurring meeting editing errors

If you encounter an error code when trying to edit single instances of a recurring meeting, you can follow these steps to help restore editing capability.

1. Sign in to the Zoom web portal.
2. In the navigation menu, click Meetings, then the Upcoming tab, and verify the meeting recurrence still exists.
   • If the recurrence no longer exists, recreate the meeting series rather than editing existing instances.
   • If the recurrence is active, you can edit individual instances through Outlook.
3. Update to the latest version of the Zoom Outlook Plugin or Add-in and restart both Outlook and the Zoom app.

Enable meeting invitations to be sent automatically

If meeting invitations are not being sent automatically from your calendar or are not appearing in participants’ calendars, you can follow these steps to help email invitations are delivered correctly when scheduling recurring meetings.

1. Ensure your calendar integration is set up as mentioned in the "Set up calendar integration section" {Add link to section}.
2. Schedule meetings through your integrated calendar service where invitations are sent automatically.
3. Verify attendee email addresses are correct and have them check their spam/junk folders.
4. Ensure Zoom email addresses are listed in your organization's email system.

Fix calendar integration issues with multiple accounts

If your meeting invitation shows incorrect host information or you are using multiple Google accounts and invitations fail, you can follow these steps to help resolve common calendar integration issues and ensure invites are sent correctly.

1. Navigate to Zoom Web Portal.
2. Click Profile, scroll down the page, then click Configure Calendar and Contacts Service.
3. Next to the integration marked In use, click Delete.
4. Sign out of all Google accounts.
5. Sign in with only the Google account you wish to integrate with Zoom.
6. Repeat steps 1 and 2, and select the correct Google account.
7. Create and send a test meeting invitation to verify that the correct host appears, and invitees receive invitations.

Resolve alternative host field population issues in the Outlook Add-in

If you’re trying to add a user as an alternative host and the fields aren’t populating when you search in the Outlook add-in, you can follow these steps to help assign an alternative host.

1. Open the Zoom Outlook add-in settings and click Sign out, then sign back in to generate a new session.
2. Ensure you're logged into the same Zoom account in both the Outlook Add-in and Zoom web portal.
3. Avoid logging into the web portal with different user accounts, as this overwrites the session.

Add Zoom meetings to alternative calendar systems

If you’re unable to add Zoom meetings to alternative calendar systems that don’t have native Zoom integration, such as Bluehost, you can follow these steps to help schedule your meetings.

1. Sign in to the Zoom web portal, then navigate to the Meetings tab.
2. Click on the title of the upcoming meeting you want to add.
3. At the bottom of the page, click the Copy Invitation button to copy meeting details.
4. Open your email calendar system in a separate browser window.
5. Create a new calendar event and paste the meeting invitation into the event details field.
6. Save the calendar event.

Access meeting assets in a calendar event

If you can't access meeting assets such as cloud recordings or meeting chat links, the feature might not be enabled for your account. This feature requires a paid account and must be enabled by the account owner or an admin with the appropriate privileges.

1. Sign in to the Zoom web portal as an admin with the privilege to edit account settings.
2. In the navigation menu, click Account Management, then Account Settings.
3. Click the Meeting tab.
4. Under General, click the Meeting assets toggle to enable it.
5. If a verification dialog displays, click Enable.
6. Under Recordings, select one of the following:
   • Always shared with invitees: The cloud recording is automatically available to all participants.
   • Only host can view and share: The cloud recording is visible only to the meeting host, who can choose whether to share it.
7. Click Save.