Zoom Calendaring Overview

Zoom delivers the best experience to users when calendaring integration is enabled for user accounts, Zoom Rooms, and H.323 or SIP room systems.

What are the benefits of enabling calendaring integration?

• Users see a full calendar (including non-Zoom meetings) in their Zoom apps

• Users can schedule and edit meetings from their Zoom apps

• Zoom Rooms screens and scheduling displays show upcoming calendar events

• Standards-based H.323 and SIP endpoints can join Zoom meetings automatically or with one touch through the Enhanced API connector

• (Optional) Bi-directional sync places meetings scheduled from the Zoom client or the Zoom web portal on the user's personal calendar

Note

Enabling bi-directional calendar sync ensures any third-party calendar events that are deleted, edited, or abandoned during scheduling are synced with the Zoom Web Calendaring Service automatically

Which calendaring providers are supported?

Zoom customers can integrate contact and calendar data with three providers:

• Microsoft 365 (formerly Office 365)

• Microsoft Exchange Server

• Google Workspace

How does the calendaring integration work?

1. Zoom administrators — or users, if allowed by the organization — must first authorize access to their calendaring provider through the Zoom Web Portal.

2. Zoom stores the objects required to access the connected calendar in a persistent, encrypted, and secure location. When using OAuth 2.0, Zoom securely stores refresh tokens in the Zoom Cloud. However, for on-premises Exchange (non-hybrid), which does not support OAuth 2.0, Zoom must securely store the username and password in the Zoom Cloud, as this is the only available method to maintain access.

   1. Alternatively, you can configure calendaring integrations to use Zoom Customer Managed Key (CMK) to encrypt and store credentials, enabling you to protect certain data stored at rest within the Zoom Cloud infrastructure using your own encryption keys. CMK is a paid offering and Zoom’s Bring Your Own Key (BYOK) solution. You can read more about Zoom CMK on the Zoom website.

Note

Direct integration to Exchange On-Premises requires Basic authentication.

1. When Zoom endpoints like desktop or mobile apps and Zoom Rooms log in, the Zoom Web Calendaring Service passes the required access token or user credential to the client.

2. The Zoom Web Calendaring service subscribes to a webhook from the calendaring provider to listen for event updates.

3. The Zoom Web Calendaring Service notifies the Zoom endpoints of any webhook events that require the client to refresh its calendaring data.

4. The client connects directly to the calendaring provider using the token or credentials it holds in memory.

Note

The Microsoft Graph API method of calendar integration stores access tokens for user calendars on the web, rather than locally on a client. All calendar events are proxied through our Zoom Web Calendaring service to prevent passing any Application Permission tokens to your users’ local devices.

1. (Optional) With bi-directional calendar sync enabled, if a user schedules or updates a meeting from a Zoom client or the web, the Web Calendaring Service creates or updates the event on the user’s calendar through the calendar service provider’s API.

Note

Bi-directional calendar sync is an optional calendar integration feature. Admins can configure this feature on an account or user group level.

Bi-directional sync supports updates made to the following meeting types:

• An individual meeting

• A series of meetings (recurring)

• A single occurrence of a series of meetings

Which Zoom endpoints can access calendaring services?

There are four different types of Zoom calendaring endpoints, each of which is covered in more detail later in this document.

• Web Calendaring Service

• Desktop and mobile apps

• Zoom Rooms

• Enhanced API Connector