Zoom Meetings

Boardwise can create a Zoom meeting link for your virtual and hybrid meetings automatically, so you no longer have to set one up in Zoom and paste the link by hand. When you change the meeting time, the Zoom meeting updates to match; when you cancel the meeting, the Zoom meeting is removed.

Connecting your organization's Zoom account

A Zoom account is connected once for your whole organization. The connection belongs to the organization, not to the person who set it up, so your meeting links keep working even if that person later leaves.

1. Open Organization Settings → Configuration.
2. Under Video Conferencing, select Manage video conferencing.
3. Select Connect Zoom and sign in to the account that should host your board meetings.

We recommend signing in with a shared organization account rather than a personal one, so the meetings are clearly owned by the organization.

If you are coming from the Zoom App Marketplace, or you would rather not hunt through settings, go straight to app.boardwise.co/start/conferencing. Sign in and Boardwise takes you to the right page. If you administer more than one organization, it asks which one first.

Only administrators and secretaries can connect or disconnect the account.

Tip: The connected account is shown on the Video Conferencing page, along with who connected it and when, so you can always see which account is hosting your meetings.

You can connect more than one provider. If both Microsoft Teams and Zoom are connected, you'll choose which one to use each time you add a video meeting.

Who hosts the meeting

The account you connected is the host of every video meeting Boardwise creates. That matters in two ways:

• Nobody has to wait for the host to arrive. Boardwise sets up each meeting so your directors can join and begin as soon as they arrive, whether or not the host account is signed in. They will not be held in a waiting room or a lobby.
• Host controls belong to that account. Muting someone, removing an attendee, or ending the meeting for everyone are host actions. If you expect to need them, sign in to the meeting using the connected account.

Because anyone with the join link can enter directly, treat the link the way you treat the board materials themselves: send it through Boardwise, and avoid forwarding it outside the attendee list.

If your directors still see "Waiting for the host": your Zoom account has the waiting room or the join-before-host restriction locked at the account level, which overrides what Boardwise asks for. A Zoom account owner can change this under Settings → Security in Zoom. Until then, the connected account must sign in and start the meeting.

Adding a Zoom meeting to a meeting

1. Open a meeting set to Virtual or Hybrid.
2. Select Add Zoom meeting — or, if more than one provider is connected, choose Zoom from the Add video meeting menu.

The join link appears on the meeting a moment later and is included in the calendar invitations and reminders sent to attendees. A small Zoom badge marks links that Boardwise manages for you.

To remove the link, select Remove video meeting. The link will stop working for attendees.

What stays in sync

• Time changes — if you reschedule the meeting, the Zoom meeting moves with it.
• Cancellation — if you cancel the meeting, the Zoom meeting is deleted.

Notes

• Pasting your own link into the video field still works. Boardwise leaves links you enter yourself untouched — it only manages links it created.
• Dial-in numbers appear only if your Zoom account includes audio conferencing.
• Boardwise does not pull in Zoom recordings, and every meeting it creates has automatic recording turned off.

See also: Microsoft Teams Meetings, Calendar Integration, Managing Meetings.