Zoom Integration

Video conferencing is becoming the new way of communicating with both your colleagues and your clients. We are now spending more time then ever in video calls and keeping track of meeting IDs and and the time spent in these calls can be a difficult process. 

 

Smokeball has now integrated into Zoom to provide you with:

  • Automated meeting ID generation in Smokeball events
  • Start your meetings straight from Smokeball 
  • Accurate activity tracking of the time spend in your meetings

 

What is Zoom:

Zoom are a video conferencing platform that provides users with an easy to use solution for remote communications. 

For more information on the company: https://zoom.us/

 


Setting up Zoom:

 

Prior to using your Zoom integration with Smokeball, you will need to get an account set up with them. 

The integration requires a minimum of 1 admin/owner account level in order to authorize. Other users will then need to be linked to this admin account.

Here are some helpful links to get started:

Zoom - Create an account: https://zoom.us/pricing

Zoom - Account types: https://support.zoom.us/hc/en-us/articles/201363173-Account-Types

Zoom - Managing Users: https://support.zoom.us/hc/en-us/articles/201363183-Managing-users

 


Authorizing Zoom in Smokeball:

1. Open Smokeball Settings

2. Scroll to "Zoom Integration" tab

3. Click "Authorize

 

 

4. Sign into Zoom using your account admin/owner credentials

 

 

5. You will be presented with a confirmation message once completed 

 

Removing Zoom Integration

If at any point you need remove the Zoom Integration from Smokeball
1. Open Smokeball Settings

2. Scroll to "Zoom Integration" tab

3. Click "Deauthorize"

 


 

Uninstalling the Zoom Integration

If at any point you need to uninstall the Smokeball integration from your Zoom account:
1. Login to your Zoom Account and navigate to the Zoom App Marketplace

2. Click Manage > Installed Apps or search for the Smokeball app

3. Click the Smokeball app
4. Click Uninstall

Minimum Meeting Duration 

 

This is a setting used to control your Activity Tracking. 

 

If a meeting you are in falls under the selected time, no activity will be recorded.

 


Mapped Users

 

Users are mapped from your Zoom account and matched up with the related Smokeball user. This feature is to allow Smokeball to know your Personal Meeting ID when you join a meeting in Zoom.

 

You will see your Smokeball user names appear in the left column and their Zoom Personal Meeting ID in the right column.

 

 

Notes:

  • Users are mapped based on the email address listed in their staff card 
  • Only enabled Users are mapped to zoom (if the person is set up a a staff member only, the mapping will not work) 
    • Please see Staff and Users for more information on managing your Smokeball accounts
  • Mapping will automatically update as users are added to either Smokeball or Zoom

 

Zoom in Smokeball

Once you have authorized your account, you will see a new button available in your tool bar called "Zoom". This button is available in both your main and matter windows.

 

 

NOTE: Zoom Security Recommendations
When scheduling a Zoom meeting using your Personal Meeting Id (PMI), Smokeball recommends you enable a meeting password and the waiting room feature. 

You can set these as your default settings in your Zoom account.

Zoom - Changing your meeting settings: https://support.zoom.us/hc/en-us/articles/115005756143-Changing-your-meeting-settings

 


Schedule an event

This feature allows you to create a new Smokeball event with your zoom ID generated.

 

  1. Select "Schedule an event"
  2. Enter in your event details
  3. Confirm the meeting ID that has been assigned
  4. Save

 

Note:

  • The event will automatically assign your Zoom Personal Meeting ID. If you wish to assign a colleagues, they will be available in the drop down.
  • You can also assign a Meeting ID to existing events when opening them from anywhere in Smokeball.

Start existing event

This feature will allow you to being your zoom meeting using your existing Smokeball events.

  1. Select "Start an existing event"
  2. Select the event you wish to start
  3. Click "ok"  
  4. You will be taken directly into the zoom meeting

Note:

  • If there is no Zoom ID pre-assigned to the event, it will default to use your Personal meeting ID.
  • If there are multiple users joining the meeting from Smokeball, It will set the PMI of the first person to join the meeting and update the event accordingly.
  • You can also start an existing event when opening them from anywhere in Smokeball.

 


Start new meeting

This feature will allow you to start a new (unscheduled) meeting with a randomly generated Zoom meeting ID.

 

  1. Select "Start new meeting"
  2. You will be taken directly into the zoom meeting

Go to my meeting room

This feature will allow you to start a new (unscheduled) meeting with your Zoom Personal Meeting ID. 

 

  1. Select "Go to my meeting room"
  2. You will be taken directly into the zoom meeting

Activity Tracking

  • When starting meetings via the Smokeball integration, you gain the benefit of being able to automatically track the time you spend in that meeting. 
  • If the meeting runs overtime, your Smokeball event and activity will be updated to reflect the accurate time that was spent. 
  • For more information on Activity Tracking and Auto:Time, please review our articles. 
  • Existing events in Smokeball will track time via the event. For adhoc meetings (start new meeting and go to my meeting room) they will be tracked as tasks. 
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