Zoom Connect — Nexwin Help

Overview

What is Zoom Connect?

Nexwin's Zoom integration allows each team member to link their own Zoom account. When an appointment is booked as an "online meeting", Nexwin automatically creates a Zoom meeting on your behalf and includes the join link in the appointment details and any confirmation messages sent to customers.

Automatic meeting creation

Every online appointment triggers a Zoom meeting — no manual setup required.

Per-member accounts

Each team member connects their own Zoom account independently — meetings appear in their Zoom history.

Secure OAuth 2.0

We never store your Zoom password. Authorization uses Zoom's official OAuth flow and tokens are encrypted at rest.

Prerequisites

Before you begin

Make sure the following are in place before connecting Zoom.

You have an active Nexwin AI Receptionist account and are logged in.
You have a Zoom account (free or paid). Sign up at zoom.us if needed.
Your browser allows pop-up windows from ai.nexwin.com.au (required for the OAuth authorization window).
You are signed in as the team member whose Zoom account you want to connect (each member must connect their own account).

Adding the App

How to connect Zoom

Follow these steps to connect your Zoom account to Nexwin. The entire process takes less than two minutes.

1

Sign in to Nexwin AI Receptionist

Go to ai.nexwin.com.au and sign in with your team member credentials.

2

Navigate to Connect Zoom

In the left sidebar, click My Account, then select the Connect Zoom tab.

3

Click "Connect Zoom Account"

Press the teal Connect Zoom Account button. Your browser will open a Zoom authorization pop-up window (600×700 px). If the pop-up is blocked, see Troubleshooting.

4

Authorize in the Zoom pop-up

In the Zoom authorization window, sign in to your Zoom account (if not already signed in) and click Allow to grant Nexwin permission to create meetings on your behalf.

5

Connection confirmed

The pop-up will close automatically and the Connect Zoom page will refresh showing a green Connected badge, your Zoom display name, and email address. A success notification will appear at the top of the screen.

6

Test it — book an online appointment

Go to Calendar, create a new appointment, set the meeting type to Online, and assign yourself as the host. The appointment will now include an auto-generated Zoom meeting link.

Each team member connects their own account If your team has multiple members, each person must follow these steps individually while signed in to their own Nexwin account. Only the team member who is the appointed host for an appointment needs Zoom connected.

Using the Integration

What Zoom Connect enables

Once connected, Nexwin uses your Zoom account automatically — you never need to open Zoom to create meetings for appointments.

Feature	Description	Requirement
Auto-create Zoom meeting	When an online appointment is booked with you as host, a unique Zoom meeting is created on your account instantly.	Zoom connected
Meeting link in appointment	The appointment detail view shows a join URL (for the customer) and a start URL (for you as the host).	Zoom connected
Automatic token refresh	Nexwin silently refreshes your Zoom access token in the background — no need to reconnect periodically.	Automatic
Reconnect with a different account	Click Reconnect on the Zoom Connect page at any time to switch to a different Zoom account.	Optional
Appointments without Zoom	If Zoom is not connected, online appointments are still saved — just without a video link. You can reconnect later.	Graceful fallback

Zoom account type Both free and paid Zoom accounts work with Nexwin. Free accounts are limited to 40-minute meeting durations for 3 or more participants. For 1-on-1 appointments, free Zoom accounts have no time limit.

Calendar warning when Zoom is not connected

When booking an online appointment, if the assigned host does not have a Zoom account connected, the Calendar form will display a yellow warning banner:

⚠️ "The selected host has no Zoom account connected — the appointment will be scheduled without a Zoom meeting invite. Connect Zoom to automatically send meeting invites."

Navigate to My Account → Connect Zoom tab to resolve this.

Troubleshooting

Common issues

The authorization pop-up is blocked by my browser

Most browsers block pop-ups by default. To allow them for Nexwin:

Chrome: Click the pop-up blocked icon (🚫) in the address bar → select "Always allow pop-ups from ai.nexwin.com.au" → click Done → try connecting again.
Firefox: Click the notification bar → "Allow pop-ups for ai.nexwin.com.au".
Safari: Preferences → Websites → Pop-up Windows → set ai.nexwin.com.au to "Allow".
Edge: Click the pop-up blocked icon in the address bar → Allow.

I see "No team member record found for your account"

This means your user account is not linked to a team member profile. Contact your account administrator to ensure you have been added as a team member in My Team. Non-team-member accounts (e.g. billing-only users) cannot connect Zoom.

I connected Zoom but the Calendar still shows the warning

The Calendar page reads Zoom connection status when it first loads. If you connected Zoom while the Calendar was already open in another tab, refresh the Calendar page — the warning will disappear once the page re-checks your connection status.

The Zoom meeting link is missing from a past appointment

Appointments booked before you connected Zoom will not have a meeting link — the link is generated at the time of booking. For existing appointments that need a Zoom link, you can manually create a Zoom meeting in your Zoom account and add the link to the appointment by editing it in the Calendar.

Authorization failed / "Invalid state parameter" error

This can happen if the authorization pop-up stays open too long (the state token expires after 10 minutes) or if cookies are blocked. Close the pop-up, ensure third-party cookies are enabled, and click Connect Zoom Account again to start a fresh OAuth flow.

Zoom meetings are not appearing in my Zoom account

Ensure you authorized Nexwin with the correct Zoom account. On the Zoom Connect page, verify the email address shown matches your intended Zoom account. If it does not match, click Reconnect to re-authorize with the correct account.

Still having issues? Email us at [email protected] with a description of the problem and we'll help you within one business day.

Removing the App

How to disconnect Zoom

You can disconnect your Zoom account from Nexwin at any time. There are two ways to remove the integration — from within Nexwin, and directly from Zoom.

Option A — Disconnect from within Nexwin

1

Go to Connect Zoom

In the sidebar, click My Account, then select the Connect Zoom tab.

2

Click "Disconnect"

Click the red Disconnect button. A confirmation toast will appear. Your Zoom connection and stored tokens are deleted immediately from Nexwin's database.

3

Connection removed

The Zoom Connect page will show "Not connected". Future online appointments assigned to you will no longer generate Zoom meeting links until you reconnect.

Option B — Revoke from Zoom directly

1

Sign in to Zoom App Marketplace

Go to marketplace.zoom.us/user/installed and sign in with your Zoom account.

2

Find Nexwin AI Receptionist

Locate Nexwin AI Receptionist in your installed apps list.

3

Click Remove

Click Remove (or Deauthorize) next to the app. This revokes Nexwin's access tokens. Nexwin will no longer be able to create Zoom meetings on your behalf.

Implications of disconnecting

Future online appointments will be saved without a Zoom meeting link.
Existing appointments already created with Zoom links are not affected — those meetings remain active in your Zoom account.
You can reconnect at any time by following the Adding the App steps above.

Data & Privacy

How we handle your data

Nexwin takes data privacy seriously. Here is exactly what we store and how we use it.

Data	Purpose	Retention
OAuth access token	Used to create Zoom meetings on your behalf when an online appointment is booked.	Deleted immediately when you disconnect, or when your Nexwin account is closed.
OAuth refresh token	Used to silently renew the access token so you don't need to re-authorize periodically.	Deleted immediately when you disconnect, or when your Nexwin account is closed.
Zoom user ID & email	Displayed on the Connect Zoom page so you can confirm which Zoom account is linked.	Deleted when you disconnect or your account is closed.
Zoom display name	Displayed on the Connect Zoom page for confirmation purposes only.	Deleted when you disconnect or your account is closed.
Meeting IDs & join URLs	Stored in the appointment record so you and the customer can join the meeting.	Retained with the appointment record per your account's data retention policy.

We never store your Zoom password.
Tokens are encrypted at rest in Google Cloud Firestore and are never exposed to the frontend.
We only request the minimum OAuth scopes needed: meeting:write:meeting and user:read:email.
All data is deleted immediately upon disconnecting. You may also email [email protected] to request deletion of all associated data.
Nexwin processes a de-authorization callback from Zoom. When you remove the app from Zoom Marketplace, our systems are automatically notified and your tokens are invalidated.

← All Help Topics Calendar Guide → Connect Zoom Now →