TL;DR: While you can easily integrate GoodTime with your company Zoom account, this basic integration will have GoodTime creating Zoom links from the individual Zoom account of the logged-in scheduler. As Zoom limits the number of concurrent meetings links that can be created by any single Pro user account to only 2 this integration may not support your scheduling needs fully. This means if the system generates two links for meeting occurring during overlapping hours of the day, the earlier meeting will be ended as soon as the second link is accessed. Please see this public help document from Zoom help articles explaining the restriction.
Upgrading your Zoom account(s) to support 'concurrent meetings' is a key way to overcome the above restriction. A 'concurrent meeting' Zoom account is a specific upgrade that you can make to any of your existing Zoom Pro accounts so that they are able to host more than the standard 2 concurrent meetings. Zoom 'concurrent Meeting' accounts can be upgraded to host anywhere from 4 to 20 concurrent meetings. You will need to speak to your Zoom CSM to upgrade any account(s) to be a Zoom 'Concurrent Meeting' account and an additional fee will apply. There are two options for increasing the number of concurrent meetings per account (information correct as at Mar 2021, speak to Zoom to confirm pricing):
This upgrade can support you in two ways; 1) Upgrade all schedulers to concurrent meeting accounts, or 2) Establish a central concurrent meeting scheduling account.
1) Upgrade all Schedulers to Concurrent Meeting Zoom account.
Upgrading your Zoom account(s) to support 'concurrent meetings' is a key way to overcome the above restriction. A 'concurrent meeting' Zoom account is a specific upgrade that you can make to any of your existing Zoom Pro accounts so that they are able to host more than the standard 2 concurrent meetings. Zoom 'concurrent Meeting' accounts can be upgraded to host anywhere from 4 to 20 concurrent meetings. You will need to speak to your Zoom CSM to upgrade any account(s) to be a Zoom 'Concurrent Meeting' account and an additional fee will apply. There are two options for increasing the number of concurrent meetings per account (information correct as at Mar 2021, speak to Zoom to confirm pricing):
- Concurrent Meeting Basic - Up to 4 Meetings - addl $8/month
- Concurrent Meeting Plus - Up to 20 Meetings - addl $28/month
This upgrade can support you in two ways; 1) Upgrade all schedulers to concurrent meeting accounts, or 2) Establish a central concurrent meeting scheduling account.
1) Upgrade all Schedulers to Concurrent Meeting Zoom account.
- This represents the easiest process as it does not require any changes to your existing Zoom integration in GoodTime.
- You would speak to your Zoom CSM and offer the names/emails of all Zoom Pro accounts associated with you scheduling team that you want upgraded to 'Concurrent Meeting' accounts.
- You upgrade these accounts to support more than 2 concurrent meetings (Zoom will charge an additional costs for upgrading the quantity of concurrent meetings these accounts can support).
- These accounts can be upgraded to host anywhere from 3 to 20 concurrent meetings.
- BENEFITS: This option is the easiest to establish and, depending upon the quantity of concurrent meetings you upgrade to support, should ensure your team never faces an issue where you run out of capacity to create zoom links.
- LIMITATIONS: May be more expensive depending upon the quantity of scheduler Zoom Pro accounts you need to upgrade and would require you to upgrade the Zoom account of any new coordinator/scheduler who joins your team.
2) Establish Central Concurrent Meeting Zoom Account/Zoom Host Pool:
- Involves setting up a 'Zoom Host Pool' by establishing a central Zoom Pro service account (an account NOT assigned to any individual user) and then licensing this central account to host concurrent meetings.
- (NOTE: Zoom will charge an additional cost for upgrading the quantity of concurrent meetings this Zoom account can support).
- Once you've established your Zoom Host Pool account and licensed it for up to 20 concurrent meetings, you can integrate it into GoodTime:
- Log into GoodTime > Settings > Company (must have Super Admin permission level).
- Under “Video Conference Service Integration”, find “Zoom”. Open it.
- Check "Use Zoom host pools to schedule interviews."
- In the "Zoom Accounts" field, add in the Zoom host pool account (i.e.recruiting@company.com)
- Enter the number of concurrent meetings your account is licensed for.
- BENEFITS: This option means that GoodTime will, by default, always create zoom links from this listed account. By extension troubleshooting zoom issues is easier as only a single service account is in use and generating all zoom video links. This setup operates independently of your schedulers so any change-over in your team will not impact this setup.
- LIMITATIONS: The setup for this option may take some more time.