Overview
Zoom Integration
Add Zoom meeting links to calendar invites and sync webinar attendance to your guest list. Create meetings from Gatsby or link existing ones.
How the Integration Works
Section titled “How the Integration Works”Gatsby connects to your Zoom account so you can manage meeting links and track webinar attendance from one place. Two things happen:
Meeting links flow into your calendar invites. You create or link a Zoom meeting from your event page, and the join URL appears in every calendar invite Gatsby sends. No switching between Zoom and Gatsby to copy URLs.
Webinar attendance syncs back to your guest list. After a webinar ends, Gatsby pulls the attendee list from Zoom and matches it against your guests by email. When it matches, attendance marks automatically. When it doesn’t, you export from Zoom and import to Gatsby.
Why admin permissions are required
The person connecting must be a Zoom account admin. Admin access gives Gatsby visibility into all users on the account, so any team member can link meetings hosted by anyone.
Without admin access, you only see your own meetings. Other team members won’t be able to link theirs.
Connection steps
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Go to Team Settings > Linked Services > Zoom.
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Click Add Account.
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Authenticate with your Zoom admin account.
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Authorize Gatsby to access Zoom.
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Return to Gatsby. Refresh if needed.
The Zoom option now appears when adding virtual locations to events.
Adding Zoom Meetings to Events
Section titled “Adding Zoom Meetings to Events”Link an existing Zoom meeting or create a new one directly from your event page. Either way, the join URL populates your calendar invite.
Link an existing meeting
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Open your event in Gatsby.
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Go to Event Details.
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Find the Location section.
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Click Add virtual location.
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Select Link existing meeting.
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Choose your meeting from the dropdown, or paste the meeting details.
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Save.
Create a new meeting from Gatsby
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Open your event in Gatsby.
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Go to Event Details.
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Find the Location section.
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Click Add virtual location.
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Select Add Meeting.
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Gatsby creates the meeting using your event’s name, date, and time.
The meeting appears in your Zoom account immediately.
Attendance Tracking
Section titled “Attendance Tracking”Gatsby syncs attendance from Zoom webinars 30 minutes after the webinar ends. It matches attendees to your guest list by name and email address.
This only works for webinars, not standard meetings. The webinar must be linked through Gatsby (not copy-pasted as a URL), and the host must have a Zoom webinar license.
How matching works
Guests must join Zoom with the same email they used for their Gatsby invitation. Gatsby matches on name and email address. When both align, attendance appears on your guest list automatically.
When a guest joins anonymously or with a different email, the match fails and their attendance won’t appear.
When matching fails
Export the attendee list from Zoom, clean up the data so emails match your guest list, and import it into Gatsby.
This is common for larger webinars where attendees join from personal devices or shared accounts.
Requirements for attendance sync
All three must be true:
- The webinar was created from Gatsby or linked through the Link existing option. Copy-pasted URLs won’t sync because Gatsby needs the webinar ID to pull attendance.
- The host has a Zoom webinar license. Standard meeting licenses don’t support attendance tracking through the API.
- Guests joined with the same email used in Gatsby.
Common Questions
Section titled “Common Questions” Do I need a webinar license?
Only for webinars and attendance tracking. Standard Zoom meetings work with any Zoom plan. Creating webinars (and syncing their attendance) requires the webinar add-on.
Why can't I see other users' meetings?
The Zoom account was connected with a standard user instead of an admin. Disconnect and reconnect with an admin account to see meetings from all users on the account.
Why didn't attendance sync?
Three common causes:
- The meeting was copy-pasted instead of linked. Only webinars linked through Gatsby sync attendance. Gatsby needs the webinar ID.
- Attendees joined with different emails. They need to join Zoom with the same email used in Gatsby.
- It hasn’t been 30 minutes. Attendance syncs 30 minutes after the webinar ends.
Can I use this for hybrid events?
Yes. Add both a physical location and a Zoom meeting to your event. Guests get both in their calendar invite.