Zoom Integration ​

Kinderpedia Admission CRM connects with Zoom so authorized school staff can automatically create Zoom meeting links for admissions-related activities scheduled in the CRM.

Overview ​

Kinderpedia Admission CRM is a school admissions and enrollment management tool. The Zoom integration lets authorized school staff — such as admissions officers, school administrators, enrollment managers, and other staff members who schedule admissions meetings — automatically create Zoom meeting links for activities scheduled in the CRM.

Typical use cases include:

  • Admissions interviews
  • School tours
  • Applicant assessments
  • Enrollment consultations
  • Parent and guardian meetings

Key points:

  • The integration is for staff and administrator use only.
  • It is not intended for students or other underage users. Students do not authorize the app.
  • Parents and guardians only receive meeting links as participants — they do not connect their own Zoom account through Kinderpedia Admission CRM.
  • Zoom links generated by the integration can be attached to CRM activities, calendar invitations, confirmation emails, and reminder messages.
  • The integration uses Zoom only to create and manage meetings that are scheduled as CRM activities.

Who can use this integration ​

To connect and use the Zoom integration, all of the following must be true:

  • You have a Kinderpedia Admission CRM account at a participating school.
  • You are an authorized staff or admin user with permission to manage integrations or to schedule meetings (typically admissions officers, enrollment managers, or school administrators).
  • You have a Zoom account that allows meeting creation (a free or paid Zoom account that can host scheduled meetings).
  • You are logged in to Kinderpedia Admission CRM before connecting Zoom.

The Zoom connection page is only available to authenticated CRM users who hold the appropriate permissions. Students, applicants, parents, and guardians do not have access to the connection flow.

Adding the App ​

Follow these steps to connect your Zoom account to Kinderpedia Admission CRM.

  1. Log in to Kinderpedia Admission CRM.
  2. Open Settings or Integrations.
  3. Select Zoom.
  4. Click Connect with Zoom.
  5. You are redirected to Zoom.
  6. Sign in to your Zoom account, if you are not already signed in.
  7. Review the permissions Kinderpedia Admission CRM is requesting.
  8. Click Allow.
  9. You are redirected back to Kinderpedia Admission CRM.
  10. After a successful connection, Zoom becomes available as an online meeting provider when scheduling CRM activities.

If the connection fails, see the Troubleshooting section below.

Permissions requested ​

During the Allow step, Zoom shows the permissions Kinderpedia Admission CRM is requesting:

  • Create and update scheduled meetings on your Zoom account.
  • Read basic meeting information (so the CRM can confirm a meeting was created and show its details).
  • Read your basic Zoom profile (name and email, so the CRM can show which Zoom account is connected).

The integration uses these permissions only to create and manage meetings scheduled as CRM activities.

Using the App ​

Once Zoom is connected, you can use it from any CRM activity that supports an online meeting.

Create a Zoom meeting for a CRM activity ​

Use case: An admissions officer schedules an online interview or parent meeting and wants Kinderpedia Admission CRM to generate the Zoom meeting automatically.

Prerequisites:

  • The staff user is connected to Zoom.
  • The activity has a title, date, time, timezone, and duration.
  • The user has permission to create meetings in the CRM.

Steps:

  1. Create or edit an activity in Kinderpedia Admission CRM.
  2. Choose Online meeting or Meeting provider.
  3. Select Zoom.
  4. Save the activity.
  5. Kinderpedia Admission CRM creates a Zoom meeting using the connected Zoom account.
  6. The Zoom join link is saved on the CRM activity and can be included in calendar invitations, confirmation emails, and reminder messages.

Reschedule an activity ​

When an activity that has a Zoom meeting is rescheduled, Kinderpedia Admission CRM may update the related Zoom meeting where supported (for example, by changing the start time or duration on the same Zoom meeting).

If the update cannot be completed — for example, the Zoom authorization expired or the Zoom meeting was deleted manually — the user should reconnect Zoom or recreate the online meeting link from the activity.

Cancel or delete an activity ​

When an activity is deleted or cancelled in the CRM, Kinderpedia Admission CRM may attempt to delete or detach the related Zoom meeting.

If the Zoom meeting already ended or was manually deleted from Zoom, the CRM treats this as no further action required — the activity is still removed locally, even if the Zoom-side cleanup is not possible.

Change meeting provider ​

If the meeting provider on an activity is changed from Zoom to another provider (for example, Google Meet or a manually pasted link):

  • Future updates to that activity may no longer affect the existing Zoom meeting.
  • The user should verify whether the previously created Zoom meeting should also be deleted from Zoom.

If you change from another provider to Zoom, a new Zoom meeting is created on save.

Host and participant behavior ​

  • The connected CRM staff user is the Zoom meeting host.
  • Parents, guardians, applicants, and other invitees receive a join link as participants. They do not host the meeting.
  • Participants do not need to authorize Kinderpedia Admission CRM or connect their own Zoom account.
  • The integration does not give parents, guardians, applicants, or students any access to the staff member's Zoom account, recordings, or settings.

Removing the App ​

You can remove the Zoom integration from either Kinderpedia Admission CRM or from your Zoom account.

Disconnect from Kinderpedia Admission CRM ​

Steps:

  1. Log in to Kinderpedia Admission CRM.
  2. Open Settings or Integrations.
  3. Select Zoom.
  4. Click Disconnect.
  5. Confirm the action.

What happens after disconnecting:

  • Kinderpedia Admission CRM stops creating new Zoom meetings for that user.
  • Existing CRM activities remain visible in the CRM.
  • Previously created Zoom join links may remain visible on existing CRM activities for reference and continuity.
  • Existing Zoom meetings on your Zoom account are not automatically removed, unless they are specifically deleted by you or by a supported system action.
  • Future activities that select Zoom as the meeting provider may fail until the user reconnects Zoom.

Remove from Zoom Marketplace ​

Steps:

  1. Log in to your Zoom account.
  2. Open the Zoom App Marketplace.
  3. Click Manage.
  4. Go to Added Apps.
  5. Search for Kinderpedia Admission CRM.
  6. Click Remove.
  7. Confirm the removal.

Removing the app from Zoom revokes the app's authorization and prevents Kinderpedia Admission CRM from accessing Zoom on behalf of that user. To start creating Zoom meetings from the CRM again, the user must reconnect Zoom from Kinderpedia Admission CRM.

Data handling after removal ​

When a user disconnects the integration in Kinderpedia Admission CRM, or removes the app from the Zoom Marketplace:

  • Kinderpedia Admission CRM stops using that Zoom authorization immediately.
  • Stored Zoom access and refresh tokens are deleted or invalidated for that user.
  • Kinderpedia Admission CRM keeps normal CRM activity records needed for school operations — such as activity title, date, time, participants, and historical meeting reference — unless the school deletes them according to its own data retention rules.
  • Previously created Zoom meeting links may remain in historical CRM activity records for audit and continuity purposes.
  • Kinderpedia Admission CRM does not access or store Zoom recordings, transcripts, chat content, or in-meeting audio or video content.
  • If the user wants existing Zoom meetings removed from Zoom itself, they should delete them directly in Zoom, or delete or cancel the related activity in the CRM where supported.

Troubleshooting ​

SymptomLikely cause and solution
"Connect with Zoom" does not workYou may not be logged in, may not have permission to manage integrations, or the Zoom integration may not be available for your CRM account. Log in again and contact your school administrator if the option does not appear.
Authorization failedYou declined the requested permissions, your Zoom account does not allow third-party apps, or a Zoom administrator must approve the app for your organization. Try again, and approve all required permissions.
Zoom meeting is not createdYou may not have connected Zoom yet, your Zoom token may have expired, you may not have permission to create meetings, or the activity may be missing required details (date, time, timezone, or duration). Reconnect Zoom, fill in all required fields, and try again.
"User not found"The connected Zoom account may not have a valid meeting license, or the account may not allow meeting creation. Verify your Zoom account can schedule meetings, then reconnect.
Meeting cannot be updated or deletedThe meeting may have already ended, may have been manually deleted in Zoom, or the Zoom authorization may have expired. Reconnect Zoom and, if needed, recreate the meeting from the activity.
Multiple users use the same Zoom accountEach CRM staff user should connect their own Zoom account. Reconnecting with a different Kinderpedia account may replace the previous authorization, depending on Zoom account behavior.
Recording link missingKinderpedia Admission CRM does not access or store Zoom recordings. Recordings should be managed directly in your Zoom account.

Support ​

  • For help, contact Kinderpedia support at [email protected].
  • If you do not have permission to access the Integrations page or to connect Zoom, contact your school administrator.
  • Support hours: Monday–Friday, business hours.
  • First response target: within 1 business day.

FAQ ​

Q: Is this app for students? A: No. The Zoom integration is only for authorized adult school staff using Kinderpedia Admission CRM. Students do not authorize the app.

Q: Do parents or guardians need to connect Zoom? A: No. Parents or guardians only receive the Zoom join link as meeting participants. They do not connect a Zoom account through Kinderpedia Admission CRM.

Q: Who is the Zoom meeting host? A: The connected staff user is the Zoom meeting host.

Q: Does Kinderpedia Admission CRM access Zoom recordings? A: No. The integration does not access or store Zoom recordings, transcripts, chat content, or in-meeting audio or video content.

Q: What happens if I remove the app? A: Kinderpedia Admission CRM can no longer create or manage Zoom meetings for your account until you reconnect Zoom. Historical CRM activities may still show previously created meeting links for reference.

Q: Can a school administrator control who uses this integration? A: Yes. Access to the Zoom integration is controlled through Kinderpedia Admission CRM permissions. Zoom account administrators may also control app approval and availability from Zoom.

Kinderpedia Admissions Help Center

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