Zoom - Article

Business Context

The Zoom integration connects Eurekos with Zoom’s conferencing platform, enabling organizations to manage virtual training sessions directly within Eurekos while using Zoom as the delivery layer.

Rather than creating and managing meetings manually in Zoom, administrators and instructors can define scheduled events directly within Eurekos. The platform then handles the creation of Zoom meetings or webinars, participant registration, and ongoing synchronization.

This creates a centralized workflow where:

• Events are created once in Eurekos
• Zoom sessions are generated automatically
• Participants are registered without manual input
• Access is controlled through Eurekos enrollment and permissions

This is particularly valuable for organizations delivering instructor-led or virtual training at scale, where consistency, automation, and governance are critical.

Feature Overview

The Zoom integration enables Eurekos to orchestrate Zoom-based virtual delivery across activities.

These capabilities are configured centrally but depend on Zoom account setup, licensing, and permissions.

How the Integration Works

The Zoom integration is built around a coordinated model where Eurekos controls scheduling and participant management, while Zoom handles session delivery.

1. Platform Configuration (Administrator) → Administrators configure the integration by:

• Setting up a Zoom application (Server-to-server OAuth)
• Providing API credentials in Eurekos
• Defining optional behaviors such as access validation

This layer defines what Eurekos is allowed to do in Zoom, such as creating meetings, managing registrants, and updating sessions.

2. System Execution (Eurekos ↔ Zoom API) → Once configured, Eurekos communicates with Zoom through API calls. 

When an event is created or updated in Eurekos:

• A corresponding Zoom meeting or webinar is created
• A unique join link is generated
• The responsible course administrator becomes the host

When users are enrolled:

• They are automatically registered as participants in Zoom
• Their access is managed through Eurekos

This ensures that Zoom reflects the structure defined in Eurekos, without requiring manual coordination.

3. User Interaction → From a user perspective, the experience is simplified:

• Users access sessions via the Join button in Eurekos
• They may receive Zoom emails depending on configuration
• They are registered automatically without needing to sign up manually

It is important to note that:

• Users typically need a Zoom account to join sessions properly
• Real email addresses must be used to ensure correct registration behavior

Zoom Meetings and Webinars

The integration supports both Zoom Meetings and Zoom Webinars, depending on the organization’s Zoom licensing and use case.

Zoom Meetings

Zoom Meetings are used for standard interactive sessions.

They are best suited for:

• Virtual instructor-led training
• Workshops and collaborative sessions
• Smaller or interactive groups

When a meeting is created:

• The responsible course administrator becomes the host
• Participants are registered automatically
• The meeting is visible in the host’s Zoom account

Zoom Webinars

Zoom Webinars are designed for more structured delivery.

They require a Zoom Business or Enterprise plan with webinar functionality enabled 

They are typically used for:

• Large-scale sessions
• Broadcast-style delivery
• Controlled participant interaction

Additional behavior:

• Instructors may be added as panelists
• Participants join without full meeting privileges
• Webinar licenses may limit how many hosts can be assigned

Important Distinction

While both meetings and webinars are created automatically from Eurekos, their behavior in Zoom depends on:

• Zoom licensing
• Assigned host account
• Webinar capacity and configuration

Participant Synchronization

Participant synchronization is a core capability of the Zoom integration and is tightly linked to Eurekos enrollment and access control.

When a user is enrolled in an activity with a Zoom event:

• Eurekos registers the user to the Zoom meeting or webinar
• No manual registration in Zoom is required

How Synchronization Works

Synchronization is not a single action but a continuous process that ensures alignment between Eurekos and Zoom.

It occurs:

• When a user interacts with the Join link
• When a user logs into the platform
• Through scheduled background jobs
• Shortly before the event begins (configurable timing) 

This ensures that:

• Users added late are still registered
• Access changes are respected
• Zoom participant lists remain aligned with Eurekos

Access Validation (Optional)

Access validation introduces an additional control layer between Eurekos enrollment and Zoom participant registration. When enabled, users are only synchronized to Zoom if they meet the defined access requirements for the activity or event.

This ensures that participation in Zoom sessions is aligned with Eurekos governance rules, such as enrollment status, prerequisites, or other access conditions.

If access validation is enabled:

• Users are only registered to the Zoom meeting or webinar once they meet all required conditions
• Users who do not meet access requirements are not synchronized to Zoom, even if they are aware of the event

In practice, this means:

• Users may see a “See requirements” message instead of a Join button in Eurekos
• The Join option only becomes available once all requirements have been fulfilled
• Synchronization to Zoom is triggered after access is granted, either through user interaction, login, or scheduled background processes

This behavior is particularly important in controlled training environments where:

• Access must be restricted to approved participants
• Prerequisites or enrollment conditions must be enforced
• External users should not gain early or unintended access to sessions

Administrators can also configure pre-event validation timing, ensuring that users who meet requirements closer to the event start are still registered in Zoom before the session begins.

Management considerations:

• Users added directly in Zoom are not added to Eurekos
• Users removed in Zoom are not removed from Eurekos
• Eurekos remains the source of truth for participation

Important Behavior

The Zoom integration operates across two systems with different responsibilities—Eurekos as the orchestration layer and Zoom as the delivery layer. Because of this separation, certain behaviors and limitations must be clearly understood to ensure correct expectations, avoid misinterpretation, and support reliable operations.

The table below outlines the most important operational behaviors and their practical impact.

💡 Key takeaway

Eurekos controls who, when, and how sessions are scheduled and accessed, while Zoom handles how sessions are delivered. Understanding this separation is essential for correct configuration, communication, and user expectations.

Configuration

Zoom integration requires configuration in both Zoom and Eurekos.

Key components:

• Server-to-server OAuth application
• API scopes and permissions
• Optional SSO configuration
• Webhook endpoints

Step 1: Zoom Account Requirements

Before configuring the Zoom integration, ensure that your Zoom environment meets the following requirements:

• Zoom Business or Enterprise plan → Required to support advanced functionality such as webinars and API-based integrations
• Administrator access to the Zoom account → Needed to create and configure applications, assign permissions, and manage account-level settings
• Access to Zoom Marketplace (Developer access) → Required to create and manage the Server-to-Server OAuth application used for integration

These prerequisites ensure that the necessary permissions, licensing, and configuration capabilities are available before proceeding with the integration setup.

Step 2: Create Server-to-Server OAuth Application

To enable the Zoom integration, you must create a Server-to-Server OAuth application in the Zoom Marketplace. This application allows Eurekos to securely communicate with Zoom and manage meetings, webinars, participants, and related synchronization on behalf of your organization.

Navigate to: Zoom Marketplace → Develop → Build App → Server-to-Server OAuth

When creating the application:

• Select Server-to-Server OAuth as the application type
• Provide a meaningful name for the application to reflect its use with Eurekos
• Ensure the application is configured at the account level, allowing it to operate across users within your Zoom environment

⚠️ Zoom previously supported JWT-based applications, but this method is now deprecated and should not be used for new integrations. Always use Server-to-Server OAuth.

Once the application is created, proceed to configure the required scopes to enable full integration functionality.

Required Scopes

The Zoom integration depends on a broad set of API scopes. These scopes define exactly what Eurekos is allowed to read, create, update, and delete within Zoom.

Because the integration supports:

• Meetings
• Webinars
• Participant synchronization
• Host and assistant handling
• Event status updates
• Reporting and attendance-related data

the scope configuration must be complete. Missing scopes may result in partially working behavior, such as meetings being created but participants not being synchronized, or webinars being visible but not fully manageable.

Full Scope List Required for Integration

What These Scopes Enable in Practice

Taken together, these scopes allow Eurekos to:

• Create, update, and delete Zoom meetings
• Create, update, and delete Zoom webinars
• Register and unregister participants
• Manage approval and registrant status
• Generate invite links
• Handle webinar panelists
• Read participant and attendance-related reporting data
• Read and update user and assistant information where required for host-related behavior

Important Considerations

• Missing scopes may not always break the integration completely, but can cause partial failures that are harder to diagnose
• Meeting-related scopes and webinar-related scopes are both required if your organization intends to support both delivery types
• Reporting scopes are important where attendance-related validation or post-session analysis is expected
• User and assistant scopes support the host and alternative-host related behaviors in Zoom

Step 3: Configure Webhooks

To support synchronization and event updates between Zoom and Eurekos, webhook endpoints must be configured in your Zoom application.

Webhooks allow Zoom to notify Eurekos of relevant changes, such as updates to meetings, webinars, or participant status, ensuring that both systems remain aligned throughout the event lifecycle.

Add the following webhook endpoints:

• https://[platform-domain]/webhook/zoom-meeting
• https://[platform-domain]/webhook/zoom-webinar

Configure event subscriptions

Within your Zoom application:

• Enable webhook functionality
• Subscribe to the relevant meeting and webinar events
• Ensure events are sent to the corresponding endpoints

Webhook validation

Zoom may require validation of webhook endpoints during setup. Ensure that:

• The endpoints are publicly accessible
• The validation process completes successfully
• The webhook secret token (configured in Zoom) matches the value entered in Eurekos

Once configured, webhooks ensure that Eurekos stays up to date with relevant changes occurring in Zoom without requiring manual intervention.

Important considerations

• Ensure that the webhook URLs are entered exactly as specified and are accessible from external services
• Configure the relevant event subscriptions within the Zoom application so that updates are sent to these endpoints
• If webhooks are not configured correctly, certain updates (such as status changes or participant handling) may not be reflected consistently

Proper webhook configuration ensures more reliable synchronization and helps keep Zoom and Eurekos aligned during event lifecycle changes.

Step 4: Configure Eurekos Integration

Once the Zoom application has been created and configured in Zoom Marketplace, the corresponding credentials must be entered in Eurekos to establish the connection.

Navigate to: Settings → Third party integrations → Zoom.

1. Select application type → In the Application type field, choose: Server-to-Server OAuth
2. Enter the required credentials → Provide the following values from your Zoom Server-to-Server OAuth application:

3. Enable available Zoom features → After entering the credentials, enable the relevant options:

• Zoom meetings is default → Activates Zoom functionality in Eurekos
• Enable Zoom webinar (optional) → Makes Zoom webinar available as a video conference type, if the connected Zoom license supports webinar functionality

Click Save to store the integration settings.

Step 5: Configure Activity Usage

Once the integration is configured, Zoom can be selected as the video conference type when creating scheduled events.

To create a Zoom session:

1. Create or edit an activity
2. Assign a responsible Course Administrator
3. Add a scheduled module or event
4. Select Zoom as the video conference type
5. Save the activity

Step 6: Optional Configuration

In addition to the core setup, Zoom integration in Eurekos provides optional configuration settings that influence how participants are synchronized and how communication is handled.

These settings allow administrators to align the integration with organizational policies for access control, user experience, and communication.

Access Validation

Determine if you need advanced Access validation to ensure that only users who meet defined access requirements are registered to Zoom sessions. Access restrictions can be configured for scheduled virtual events using the feature Adaptive module and Access restrictions on module level. Imagine a learning path with prerequisites to access the Zoom session.

When enabled:

• Users are only synchronized to Zoom after meeting all access conditions
• Users without access are not registered in Zoom, even if they are aware of the event
• The Join option in Eurekos is only available once requirements are fulfilled

This ensures that participation in Zoom sessions is governed by Eurekos access rules, such as enrollment status, prerequisites, or other restrictions.

This is particularly relevant in scenarios where:

• Access must be limited to approved participants
• Prerequisites must be completed before joining
• External audiences require controlled access to sessions

⚠️ Access validation requires configuration by Eurekos and must be enabled upon request. If you want to use this feature, contact Eurekos Service Desk to have it configured for your environment.

Email notifications

Zoom may send its own system emails (such as registration confirmations, reminders, or updates) independently of Eurekos.

Administrators can choose to:

• Enable Zoom emails → Users receive Zoom-native communication in addition to Eurekos emails
• Disable Zoom emails → Communication is handled solely through Eurekos

Relevant considerations

• These settings do not affect how meetings or webinars are created, but they influence how users are synchronized and notified
• Access validation directly impacts when users are added to Zoom and when they can join
• Email configuration should be aligned with your organization’s communication strategy to avoid duplicate or conflicting messages

Result and Validation

After completing the configuration, it is important to validate that the Zoom integration behaves as expected across meeting creation, participant synchronization, and user access.

Validation should be performed using realistic scenarios to ensure the integration is functioning correctly.

1. Validate meeting or webinar creation

Create a new activity with a scheduled Zoom event.

Verify:

• A Zoom meeting or webinar is created automatically
• The assigned Course Administrator is set as the host
• A valid Zoom join link is generated
• The link is visible within Eurekos

💡 The join link may take a few minutes to appear after saving.

2. Validate participant synchronization

Enroll users into the activity.

Verify:

• Participants are registered automatically in Zoom
• No manual registration is required
• Users appear in Zoom as registrants

Test behavior:

• Add users after event creation → confirm they are synchronized
• Remove access → confirm behavior aligns with access validation settings

3. Validate Join experience

Verify that:

• Users can access the session via the Join button in Eurekos
• The link directs users to the correct Zoom session
• Access works as expected for both host and participants

Important:

• Users should access sessions via Eurekos to ensure correct registration
• Participants may not see the session in their Zoom “upcoming meetings” list

4. Validate event updates

Modify the scheduled event in Eurekos.

Verify:

• Changes (time, details) are reflected in Zoom
• Join links remain consistent

⚠️ Changes made directly in Zoom are not reflected back to Eurekos.

5. Validate host configuration

Verify that the responsible Course Administrator:

• Exists in the connected Zoom account
• Has the required license (especially for webinars)
• Is correctly assigned as the host in Zoom

If not:

• Meeting or webinar creation may fail
• Webinar options may not be available

6. Validate access control (if enabled)

If access validation is configured:

• Verify that only eligible users are registered in Zoom
• Confirm that users without access:
  • Are not added to Zoom
  • See “See requirements” in Eurekos

Test:

• Grant access → confirm user is added
• Remove access → confirm behavior

7. Validate webhook behavior

Trigger updates such as:

• Event changes
• Participant updates

Verify:

• Changes are reflected without manual refresh
• Synchronization behaves consistently

8. Validate email behavior

Verify:

• Eurekos sends expected event emails
• Zoom emails (if enabled) are received correctly

Ensure communication aligns with your organization’s email strategy.

9. Validate system limitations

Test edge cases:

• Create multiple events rapidly → check for rate limit issues
• Use test or invalid emails → confirm registration behavior

Recommended validation approach

• Start with a small test group
• Validate meetings and webinars separately
• Confirm host, participant, and access scenarios
• Test updates and synchronization behavior before full rollout