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  3. Video Conferencing Setup

Video Conferencing Setup

Overview

AutomateNexus CRM integrates with leading video conferencing platforms to streamline meeting scheduling and management. By connecting Zoom, Google Meet, or Microsoft Teams, you can automatically generate meeting links when scheduling appointments, embed video call links in calendar events, and track meeting activity within contact and deal records. This guide covers the OAuth setup process for each platform and the configuration options available to optimize your video conferencing workflow.

Prerequisites

Before configuring video conferencing integrations, ensure you have:

  • An active AutomateNexus CRM account with Administrator or Manager role permissions.
  • An account with your preferred video conferencing provider (Zoom, Google Workspace, or Microsoft 365).
  • A calendar integration already configured (see the Calendar & Scheduling Integrations guide) for the best experience with automatic meeting link insertion.
  • Authorization to connect third-party applications in your video conferencing provider (organizational accounts may require admin approval).

Navigating to Video Conferencing Settings

  1. Log in to your AutomateNexus CRM dashboard.
  2. Click Settings in the left-hand sidebar.
  3. Select Integrations from the settings menu.
  4. Click the Video Conferencing tab at the top of the Integrations page.

The Video Conferencing page shows all supported platforms with their connection status and a Connect or Configure button for each.

Zoom Integration

About the Zoom Integration

The Zoom integration enables AutomateNexus CRM to create Zoom meetings on your behalf, attach meeting links to calendar events and booking pages, and log meeting details (duration, attendees, recordings) in the CRM. The integration uses Zoom OAuth for secure, token-based authentication.

Step-by-Step Zoom OAuth Setup

  1. Navigate to Settings → Integrations → Video Conferencing.
  2. Click Connect next to Zoom.
  3. A Zoom authorization page will open in a new window. Sign in with your Zoom account.
  4. Review the permissions AutomateNexus CRM is requesting:
    • View and manage your meetings.
    • View your user information.
    • View and manage your meeting recordings (if recording sync is desired).
  5. Click Allow to authorize the connection.
  6. You will be redirected back to AutomateNexus CRM. Zoom will show as Connected with your Zoom account email displayed.

Zoom Configuration Options

After connecting Zoom, configure your meeting preferences:

  1. Click Configure next to your connected Zoom account.
  2. Set the following options:
    • Default meeting type: Choose between Scheduled meeting (specific date and time) or Instant meeting (generated link, join anytime).
    • Waiting room: Enable or disable the Zoom waiting room for meetings created through AutomateNexus CRM.
    • Meeting password: Choose whether generated meetings require a password. Options: Auto-generate, Custom password, or No password.
    • Auto-recording: Select None, Local recording, or Cloud recording. Cloud recordings can be synced back to the CRM contact timeline.
    • Host video: Toggle whether the host video is on by default when the meeting starts.
    • Participant video: Toggle whether participant video is on by default.
    • Join before host: Allow participants to join the meeting before the host arrives.
    • Mute on entry: Automatically mute participants when they join.
  3. Click Save Settings.

Zoom for Booking Pages

When you have Zoom connected, it becomes available as a meeting location for booking pages:

  1. Navigate to Tools → Scheduling → Booking Pages.
  2. Create or edit a booking page.
  3. Under Meeting Location, select Zoom Meeting.
  4. When a visitor books an appointment, AutomateNexus CRM will automatically create a Zoom meeting and include the join link in the confirmation email and calendar event.

Zoom Recording Sync

If cloud recording is enabled, AutomateNexus CRM can automatically sync recordings to contact records:

  1. Navigate to Settings → Integrations → Video Conferencing → Zoom → Recording Settings.
  2. Toggle on Sync Cloud Recordings.
  3. Choose the storage location for recordings:
    • CRM internal storage: Recordings are stored directly in AutomateNexus CRM.
    • Cloud storage: Recordings are saved to your connected Google Drive or OneDrive account.
    • Link only: Only the Zoom recording link is stored (no file download).
  4. Click Save.
  5. After a Zoom meeting ends, the recording will appear in the activity timeline of the associated contact or deal record.

Google Meet Integration

About Google Meet Integration

Google Meet integration allows AutomateNexus CRM to generate Google Meet links for scheduled meetings. Since Google Meet is part of the Google Workspace ecosystem, this integration works seamlessly if you have already connected Google Calendar.

Step-by-Step Google Meet Setup

  1. Navigate to Settings → Integrations → Video Conferencing.
  2. Click Connect next to Google Meet.
  3. If you have already connected Google Calendar, AutomateNexus CRM may use the existing OAuth connection. Otherwise, a Google sign-in popup will appear.
  4. Sign in with your Google account and review the permissions. The integration requires calendar access to create events with Meet links.
  5. Click Allow to authorize.
  6. Google Meet will show as Connected.

Google Meet Configuration

  1. Click Configure next to your connected Google Meet account.
  2. Set the following options:
    • Auto-add Meet links: When enabled, every calendar event created through AutomateNexus CRM will automatically include a Google Meet link.
    • Default conferencing: Set Google Meet as the default video conferencing provider for new meetings.
    • Guest permissions: Configure whether meeting guests can modify events or invite other people.
  3. Click Save Settings.

Google Meet for Booking Pages

  1. Navigate to Tools → Scheduling → Booking Pages.
  2. Create or edit a booking page.
  3. Under Meeting Location, select Google Meet.
  4. When appointments are booked, a Google Meet link is automatically generated and included in the calendar event and confirmation email.

Google Meet Limitations

  • Google Meet links are generated as part of Google Calendar events. The calendar integration must be active for Meet link generation to work.
  • Google Meet does not have a standalone API for meeting creation. All meetings are tied to calendar events.
  • Recording is only available with Google Workspace Business Standard or higher plans.
  • Meeting duration limits depend on your Google Workspace plan (60 minutes for free accounts, 24 hours for Business plans).

Microsoft Teams Integration

About Microsoft Teams Integration

The Microsoft Teams integration enables AutomateNexus CRM to create Teams meeting links for scheduled appointments. This integration is ideal for organizations using Microsoft 365 as their primary collaboration platform.

Step-by-Step Teams OAuth Setup

  1. Navigate to Settings → Integrations → Video Conferencing.
  2. Click Connect next to Microsoft Teams.
  3. Sign in with your Microsoft 365 account.
  4. Review the permissions:
    • Create and manage online meetings.
    • Read your calendar.
    • View your basic profile.
  5. Click Accept to authorize the connection.
  6. Microsoft Teams will show as Connected.

Microsoft 365 Admin Consent

If your organization restricts third-party app permissions:

  1. Your Microsoft 365 admin should navigate to the Azure Active Directory portal.
  2. Go to Enterprise applications → AutomateNexus CRM.
  3. Click Permissions → Grant admin consent.
  4. Once granted, all users in the organization can connect their Teams accounts.

Teams Configuration Options

  1. Click Configure next to your connected Microsoft Teams account.
  2. Set the following options:
    • Meeting lobby: Configure whether participants must wait in the lobby before being admitted. Options: Everyone, People in my organization, People in my organization and guests, or No one (auto-admit all).
    • Auto-record: Enable automatic meeting recording. Recordings are stored in Microsoft Stream or OneDrive depending on your organization settings.
    • Allow dial-in: If your Teams plan includes Audio Conferencing, enable PSTN dial-in numbers for meetings.
    • Presenter permissions: Set who can present by default: Everyone, People in my organization, or Only me.
  3. Click Save Settings.

Teams for Booking Pages

  1. Navigate to Tools → Scheduling → Booking Pages.
  2. Create or edit a booking page.
  3. Under Meeting Location, select Microsoft Teams.
  4. Booked meetings will automatically include a Teams join link.

Setting a Default Video Conferencing Provider

If you have connected multiple video conferencing platforms, set a default:

  1. Navigate to Settings → Integrations → Video Conferencing → Default Provider.
  2. Select your preferred default provider (Zoom, Google Meet, or Microsoft Teams).
  3. The default provider will be used automatically when creating meetings from contact records, deal records, and the calendar unless overridden.
  4. Click Save.

Using Video Conferencing in the CRM

Creating Meetings from Contact Records

  1. Open a contact record.
  2. Click Schedule Meeting in the activity panel.
  3. Set the meeting details (title, date, time, duration).
  4. Under Meeting Type, select your video conferencing provider or use the default.
  5. Click Create Meeting.
  6. AutomateNexus CRM will generate a video meeting link and add it to the calendar event.
  7. The contact will receive an invitation with the meeting link.

Adding Meeting Links to Emails

When composing an email from within AutomateNexus CRM, you can insert a meeting link:

  1. Click Compose Email from a contact record.
  2. In the email editor toolbar, click the Insert Meeting Link button.
  3. Select the meeting type and set the time.
  4. A meeting link is generated and inserted into the email body.

Meeting Activity Tracking

After a meeting concludes, AutomateNexus CRM logs the following information in the contact timeline:

  • Meeting title and date.
  • Duration of the meeting.
  • List of attendees who joined.
  • Link to the recording (if recording was enabled and synced).
  • Any notes added during or after the meeting.

Testing Video Conferencing Integrations

  1. Test meeting creation: Schedule a meeting from a contact record and verify that a video meeting link is generated and included in the calendar event.
  2. Test booking page: Book a test appointment through your booking page. Verify the confirmation email includes the correct video meeting link.
  3. Test meeting join: Click the meeting link to ensure it opens the correct video conferencing platform.
  4. Test recording sync: If recording is enabled, conduct a short test meeting with recording. After the meeting ends, check the contact timeline for the recording link.
  5. Test across providers: If multiple providers are connected, test creating meetings with each to ensure all links generate correctly.

Troubleshooting

Meeting Link Not Generated

  • Verify the video conferencing provider is still connected (status should show as Connected).
  • Check that you have an active subscription with the video conferencing provider.
  • For Google Meet, ensure the Google Calendar integration is also connected and working.
  • For Teams, verify that admin consent has been granted if using a Microsoft 365 organizational account.

Zoom OAuth Token Expired

  • Zoom OAuth tokens expire periodically. If meetings fail to create, navigate to Settings → Integrations → Video Conferencing and click Reconnect next to Zoom.
  • Re-authorize the connection through the Zoom OAuth flow.

Google Meet Link Not Appearing in Calendar Event

  • Ensure the Google Calendar integration is active and the calendar event is being created on the correct calendar.
  • Verify that the Auto-add Meet links option is enabled in the Google Meet configuration.
  • Check that the Google account has a Google Workspace or personal Google account with Meet access.

Teams Meeting Creation Fails

  • Verify admin consent is granted in Azure AD.
  • 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.
  • Try reconnecting the Microsoft Teams integration.

Recordings Not Syncing

  • For Zoom, verify that cloud recording is enabled in both Zoom settings and AutomateNexus CRM configuration.
  • Check that the recording has finished processing in Zoom before expecting it in the CRM (processing can take several minutes).
  • Ensure the webhook for recording events is properly configured.
  • For Google Meet and Teams, verify that recording is enabled in your organization settings and the connected storage location is accessible.

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Last updated March 21, 2026
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