Step-by-step guidance
Who can do this: You need permission to manage the project. Each organizer connects their own provider account; connecting does not give other people permission to use it.
Before you begin
- Your own Zoom account that can host the meeting under your organization’s rules and Zoom plan.
- A saved Allocyn project meeting with a title, start time, duration, and selected participants who have valid email addresses.
- Your organization must make the provider available. Your provider may also require administrator approval or an eligible license.
Steps
- Open Projects, select the project, and open Meetings. Save the meeting details, then open its Online meeting tab.
- Choose Connect account on the provider card. Continue to sign in in the new tab, choose your own account, and review the requested permissions before approving.
- After sign-in, the new tab returns to the saved meeting’s Online meeting panel when you still have access. Check the account status there; connecting does not send invitations. Any draft in the original tab stays untouched.
- Check the saved title, time, and participants. Choose Create meeting and invite, review the confirmation, then choose Send invitations. Do not create a second meeting while the first request is still being checked.
Expected result
Once the provider confirms the meeting and its link is ready, Online meeting shows Join meeting. Invitations are sent only after your explicit confirmation.
Next action
Use Join meeting at the scheduled time. Keep notes, decisions, and follow-up actions in the Allocyn meeting.
What you share and approve
Zoom asks for access to your account identity and to view and manage your hosted meetings. These permissions cover more than meetings created in Allocyn. Allocyn uses the connection only for meetings you create here and does not import unrelated meetings.
The meeting title, time, duration, participant names and email addresses, and a link to your Allocyn workspace are shared for scheduling and invitations. Private notes, decisions, and follow-up actions are not sent. This integration does not request recording or chat access.
Update or cancel an online meeting
Save changes to the Allocyn meeting first. Then reopen Online meeting and choose Update meeting and notify, review the confirmation, and send the update. Saving notes or details does not update the provider automatically.
Only the organizer who created the online meeting can update or cancel it. To cancel, choose Cancel online meeting and confirm. Participants are notified; your meeting notes stay in Allocyn.
Disconnect and remove provider access
Before disconnecting, cancel the active online meetings created with this connection in Allocyn. If Disconnect is blocked, check your other projects and older meetings: a past meeting can still be marked Scheduled and need cancellation.
Choose Disconnect on the provider card after the active meetings are resolved. This clears the saved access credentials from Allocyn, but keeps meeting notes and history. Disconnecting is not a request to delete provider meetings or all stored data.
To remove Zoom permission, sign in to Zoom App Marketplace and open My Library. Find Allocyn, open its More menu, choose Remove, and confirm. If your administrator manages the app, ask them for help.
Removing provider permission is separate from disconnecting in Allocyn. If you remove permission first, Allocyn may be unable to update or cancel existing meetings. Check the provider directly and contact support if the connection remains blocked.
Common problems
- If Connect account is unavailable or approval is refused, ask your organization or provider administrator for help. Check that you selected the intended account.
- If invitations cannot be sent, check the saved participants’ email addresses and the message shown in Online meeting. Saving details alone never sends invitations.
- If the status is uncertain, check the connected account’s provider calendar or meeting list before trying again. If a meeting exists, cancel it there first. Confirm removal in Allocyn only when no active meeting remains.
- When you confirm removal after an uncertain Zoom result, previous invitees may receive a cancellation notice.