LeadSquared Zoom Connector

1. Feature Overview

From your LeadSquared account, you can directly make Zoom calls to your leads, using the LeadSquared Zoom Connector. The connector integrates your Zoom account with your LeadSquared account, and once integrated, you’ll be able to –

  • Make Zoom calls directly from your LeadSquared account.
  • Access call recordings, which are posted to leads as activities.
  • Manage your Zoom meetings through LeadSquared tasks.
  • Join meetings from anywhere, through any device such as laptops, desktops and mobile phones.

From the LeadSquared Zoom Connector, you can also add leads to your Zoom webinars. To know how to do this, please refer to Add Leads to Zoom Webinars from LeadSquared.

 

2. Prerequisites

  • You must be the Administrator of your LeadSquared account and have an active Zoom account.
  • Call recording on Zoom is a paid feature. You can record calls through LeadSquared only if this feature is enabled on Zoom. To enable it, please get in touch with your sales representative from Zoom.

 

3. How it Works

You can create and schedule Zoom meetings with your leads, and include your users, directly from LeadSquared. You can do this either manually, or through automation.

  1. Install the connector – Begin by first installing the Zoom Meetings Connector on your LeadSquared account.
  2. Configure the connector on Zoom and LeadSquared – Post installation, you’ll have to configure the connector with your Zoom account.
  3. Schedule meetings – After configuration, you can schedule Zoom meetings with individual leads, multiple leads as well as leads in a list.
  4. View Activities – After the Zoom meeting is completed, you can view the call details and access call recordings of the meeting on the Lead Details page.

 

4. Installation

Install the Zoom Meeting Connector from the LeadSquared App Marketplace.

  1. On the main menu, navigate to Apps>Apps Marketplace and search for Zoom Meeting Connector.
  2. Click Install.
  3. Once installed, hover your cursor over the settings icon, then click Configure.

Zoom

 

5. Configuration

To integrate Zoom with LeadSquared, you must generate the Zoom API Key, API Secret Key and Event Verification Code, and use these keys to enable the Zoom Connector in LeadSquared. To activate the Zoom connector –

  1. Generate your Zoom API Key and Zoom API Secret Key
  2. Generate your Zoom Event Subscription Code
  3. Authenticate your Zoom Connector in LeadSquared
  4. Set Up the Zoom Connector in LeadSquared
  5. Map Fields in the Zoom Connector in LeadSquared
  6. Configure Default Admin Settings in LeadSquared

 

5.1 Generate your Zoom API Key and Zoom API Secret Key

You can skip this section if you have already configured your Zoom account and generated the necessary keys. If you haven’t generated these keys, you’ll have to build and configure a Zoom JWT app to generate them. To know more, refer to Create a JWT App.

  1. Navigate to the Zoom Apps Marketplace.
  2. Under JWT, click Create.
  3. In the Information tab, fill in all the required fields.
  4. Under the App Credentials tab, you’ll find the API Key and API Secret Key.

Zoom

 

5.2 Generate your Zoom Event Subscription Code

In this step, you must configure the LeadSquared webhook URL in your Zoom JWT app. This will ensure Zoom posts data to LeadSquared for the event types you subscribe to. You can generate this code under the Feature tab.

Event Subscription are the actions that are automated once an event has taken place. Examples of events are user creation or call recordings that have been completed*. The URL for these events get stored as an Activity on LeadSquared. To enable Event Subscription on Zoom –

    1. Navigate to the Feature tab, and toggle the Zoom slider.
    2. Click the Add New Event Subscription button.
    3. Give a relevant name for the entry.
    4. On the LeadSquared Zoom Configuration page, under the Authentication tab, you’ll find the LeadSquared Event Webhook URL. Copy this URL.
    5. On the Zoom Event Subscription page, under Event notification endpoint URL, paste the Event Webhook URL.
    6. Under Event Types, click on Add Events. Supported events on LeadSquared are –
      • Start Meeting
      • End Meeting
      • All Recordings have completed
    7. Once you’ve selected the Event types, click Done.
    8. Click Save, and then click Continue. Your Event Verification Code is generated.

Zoom

Once you’ve completed the above steps, your Zoom JWT app is active.

 

5.3 Authenticate your Zoom Connector in LeadSquared

Once you’ve generated the Zoom API Key, API Secret and an Event Verification Code, you can continue the configuration process on LeadSquared.

Under the Authentication tab, enter the Zoom API Key, API Secret and an Event Verification Code you generated in Zoom.

Zoom configuration

 

5.4 Set Up your Zoom Connector in LeadSquared

  1. Zoom Call Activity is set to Zoom Meeting by default. This is a custom activity created by LeadSquared for Zoom calls.
  2. For Zoom Username, if you have used the same email Id in your LeadSquared and Zoom account, you can choose Email Address as your option.
    Note: If the email Id you’ve used in Zoom is different from the one used in your LeadSquared account, you’ll have to create a custom user field and enter the Zoom email Id in that field. To know how to create a custom user field, refer to Manage User Custom Fields.
  3. Click Next.

Zoom

 

5.5 Map Fields in your Zoom Connector in LeadSquared

You can automate task creations in LeadSquared for every Zoom meeting you schedule. In this section, you can map the meeting details to the corresponding task fields in LeadSquared. Once this is done, you can view these tasks and details on the Lead Details and Manage Tasks page, and track them to completion.

  1. Ensure the Zoom slider at the top of the page is active.
  2. Under Task Type, select the desired task type (we recommend Meeting). This ensures that when you schedule a Zoom meeting, a Meeting task type is created in LeadSquared.
  3. Under Meeting URL, select Location. Every time you schedule a meeting, your meeting URL gets published directly to LeadSquared.
  4. Under Invite Description, select Description. This ensures your meeting description gets published to LeadSquared.
  5. Click Next.

Zoom

 

5.6 Configure Default Admin Settings in LeadSquared

  1. These are additional settings that are available to you. “Generate Zoom Meeting ID Automatically” is enabled by default, and you can’t disable it.
  2. Enable Start recording when the meeting starts automatically to ensure that all your calls get recorded. The other options can be turned on or off, depending on your requirement.
  3. Once you’re done, click Save.
  4. You’ll get a “Configurations Saved” notification on top of your screen.

LeadSquared Zoom Connector

Note:

  • If call recording is configured on your account, and the meeting host ends the call, the call recording stops, and subsequent calls that are placed using the same meeting link will not be recorded.
    But if you want to record multiple calls that take place on the same Zoom link, you must enable Record All Dropouts In the Meeting. This will ensure that if the host ends a call (say, at 4:05 PM), and uses the same meeting link to start another call (at 4:20 PM), then both the calls will be recorded and posted as a single activity.
  • To create and post a new meeting activity when a call starts, please enable Create New Activity when Meeting Starts.

 

6. Schedule Zoom Meeting

6.1 For Individual Leads

To schedule a Zoom meeting for an individual lead –

  1. From the LeadSquared main menu, navigate to Leads>Manage Leads.
  2. On a lead, hover your cursor over the Action Icon icon. From the dropdown list, hover your cursor over Online Meeting, and then click Schedule Zoom Meeting.
  3. On the Zoom Meeting pop-up, enter the following details –
    • In the Meeting Topic field, enter a relevant name for the meeting.
    • Against Schedule, pick a date and time for the meeting.
    • Against Timezone, select the timezone in which you want to schedule the meeting.
    • You can either retain the default password generated, or change it if necessary.
  4. Once you’ve entered all the details, click Create.
  5. Your Zoom meeting URL is generated. You can share this URL with your leads and other external participants.

Zoom Meeting_1

 

6.2 For Multiple Leads

To schedule a Zoom meeting for multiple leads –

  1. From the LeadSquared main menu, navigate to Leads>Manage Leads.
  2. On the Manage Leads page, select the leads you want to add to the meeting by checking the Checkbox box against their names.
  3. After selecting the leads, hover your cursor over the Leads button.
  4. From the dropdown list, click Online Meeting, and then click Schedule Zoom Meeting.
  5. On the Zoom Meeting pop-up, enter the following details –
    • In the Meeting Topic field, enter a relevant name for the meeting.
    • Against Schedule, pick a date and time for the meeting.
    • Against Timezone, select the timezone in which you want to schedule the meeting.
    • You can either retain the default password generated, or change it if necessary.
  6. Once you’ve entered all the details, click Create.
  7. Your Zoom meeting URL is generated. You can share this URL with your leads and other external participants.

Zoom Meeting_2

 

6.3 For Leads in a List

To schedule a Zoom meeting for all the leads present in a list

  1. From the LeadSquared main menu, navigate to Leads>Manage Lists.
  2. On the Manage Lists page, against an existing list, hover your cursor over the Action Icon icon. From the dropdown list, click Online Meeting, and then click Schedule Zoom Meeting.
  3. On the Zoom Meeting pop-up, enter the following details –
    • In the Meeting Topic field, enter a relevant name for the meeting.
    • Against Schedule, pick a date and time for the meeting.
    • Against Timezone, select the timezone in which you want to schedule the meeting.
    • You can either retain the default password generated, or change it if necessary.
  4. Once you’ve entered all the details, click Create.
  5. Your Zoom meeting URL is generated. You can share this URL with your leads and other external participants.

Zoom Meeting_3

 

6.4 Sending Invites to Leads through Automation

You can send the Zoom meeting details to your leads by setting up an automation that sends them an email containing the details. For this to work, the leads in your system should have a valid email Id and phone number. If you set up the automation with Activity as a trigger, every time a Zoom meeting activity is posted, an email is sent to the lead. To send the Zoom meeting URL and other details via email –

  1. From the main menu, navigate to Workflow>Automation, and click Create Automation.
  2. Set up an automation with Activity as the trigger. To know more, refer to Send Emails through Automation.
  3. From the Select Activity list, choose “Zoom Meeting”.
  4. Click Save once you’re done.
  5. Click the Yes expand path icon under the automation, click Messaging, and then click Send Email.
  6. Select a template or opt for a blank template, as per your requirement.
  7. After selecting a template, click Edit & Use.
  8. On the email editor, you can select mail merge fields to display the details of the upcoming meeting. To understand this better, you can refer to the below example –
    Status: @{Activity:Status,}
    Zoom Topic: @{Activity:mx_Custom_1,}
    Zoom Meeting URL: @{Activity:mx_Custom_2,}
    Schedule: @{Activity:mx_Custom_3,}
    Host: @{Activity:mx_Custom_4,}
    Number of Attendees: @{Activity:mx_Custom_5,}
    Meeting Duration (in Minutes)@{Activity:mx_Custom_6,}
    Recording Share URL: @{Activity:mx_Custom_7,}
  9. Fill in the other details on the template, such as Subject, Email Category, etc. Customize the template as per your preference.
  10. Click Save, and then click Done.
  11. Your automation is saved successfully. Every time you create a Zoom meeting invite on a Lead, an email containing the meeting details is sent to the lead.

Zoom

 

7. View Zoom Meeting Details

 7.1 Zoom Meeting Activities and Tasks

After you have scheduled a Zoom meeting, you can view the meeting details in the Lead Details or Manage Tasks page.

Zoom Meeting Activities

  1. From the LeadSquared main menu, navigate to Leads>Manage Leads.
  2. Click on the lead whose meeting is scheduled.
  3. In the Lead Details page, under the Activity History tab, you can view the meeting details.
  4. You can edit the meeting details by clicking the icon.

Zoom

 

Zoom Meeting Tasks

  1. From the LeadSquared main menu, navigate to Leads>Manage Leads.
  2. Click on the lead whose meeting is scheduled.
  3. On the Lead Details page, click the Tasks tab. You can view the meeting details here.
  4. You can edit the meeting details by clicking the Edit icon.
  5. You can delete the meeting by clicking the delete icon.

Zoom

You can also view the meeting details on the Manage Tasks page

  • From the LeadSquared main menu, navigate to Leads>Manage Tasks.
  • You can view the task in both Classic List View and Calendar View.
  • In both the views, you can hover over theAction Icon icon to –
    • Delete the task
    • Change the task owner
    • Cancel the task
    • Mark the task as complete
    • Edit the task
  • In List View, you’ll have to click on View Details to view the meeting details
  • In Calendar View, you can view the meeting details on the pop-up itself

Zoom

 

7.2 Meeting Reminder

  • A reminder notification is sent to the LeadSquared user who set up the meeting, 30 minutes prior to the meeting.

Zoom

  • An email reminder is sent to all the internal participants from your organization 30 minutes prior to the meeting.

Zoom

 

8. Completed Meetings

After the Zoom meeting is completed, you can view the call details and access call recordings.

  • From the LeadSquared main menu, navigate to Leads>Manage Leads.
  • Click on the lead whose call was completed.
  • In the Lead Details page, under the Activity History tab, you can view the recording attachments along with the updated meeting details.
  • To access the recording, click the Zoom icon. This will open a new pop up, where you can access the recording files.
  • You can see the meeting status has changed from “Scheduled” to “Completed”.
  • Under the Task tab, you can see the task has been auto-completed.

Zoom

 

 

9. Zoom Meeting Automations

You can automatically create Zoom meetings for leads using automations. For example, whenever a new lead is created in your account, you can automatically create a Zoom meeting (to demo your products, onboard the lead, etc.) for that lead and assign the concerned user as the host. A task will be automatically created for the user and you can also track the lead’s behavior through Zoom meeting activities.
To know more about automations, please refer to Automation Home. Some examples of where you can automate Zoom meetings are –
  • Automated demo scheduling based on website form submission.
  • Automated scheduling of video meetings based on triggers such as lead triggers, activity triggers, task triggers, etc.
To create Zoom meetings –
  1. From the main menu, navigate to Worklow>Automation.
  2. On the automation page, you can either edit an existing automation, or to create a new automation, click on Create Automation.
  3. After creating a trigger, click the icon, then click Online Meeting, and then click Zoom Meeting.
  4. On the Zoom Meeting pop-up, enter the following details –
    1. Meeting Topic – The name for the Zoom meeting.
      • To include lead’s name as part of the meeting topic, click the Merge icon, then select the Lead trigger, and select the relevant lead name field.
    2. Schedule From – The meeting date and time from which the meeting is scheduled, as selected by the lead.
      • To use a merge field from the form the lead has filled, click the Merge icon, and then select the field from which the date and time can be mapped.
    3. Schedule To – The meeting date and time to which the meeting is scheduled, as selected by the lead.
      • To use a merge field from the form the lead has filled, click the Merge icon, and then select the field from which the date and time can be mapped.
    4. Timezone – The timezone in which the meeting is to be scheduled in.
    5. Host – The user from .
    6. Meeting Password – The meeting password that’s been generated for the Zoom meeting.
  5. Once you’ve entered the details, click Save.
    • To reset the fields to their default values, click Refresh Fields.
  6. Click Publish once you’re done.

ZoomM_Automations_1

 

Any Questions?

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