Zoom integration

Add Zoom, create a Zoom meeting for every booked session, and remove the integration.

Last updated 29 September 2026

What the integration does

When a coach connects their Zoom account, Matchwell creates a Zoom meeting for every coaching session booked with them. The join link goes into the calendar invitations for the coach and the participant, and appears on a Join button in Matchwell. If a session is rescheduled or cancelled, Matchwell updates or removes the meeting for you.

Matchwell only creates and deletes the meetings for sessions booked through Matchwell. It does not join, record or read your meetings.

Before you start

  • Each coach needs their own Zoom account. Meetings are created on the coach's account, and the coach is the host.
  • Zoom's free Basic plan limits meetings to 40 minutes. Coaches who run longer sessions need a paid Zoom licence.
  • A consultancy admin chooses Zoom for each project (step 1 below). Coaches connect their own Zoom accounts (step 2).

Adding Zoom

Step 1: Choose Zoom for a project (admins)

  1. Sign in to your consultancy's Matchwell site and open the project.
  2. Select Settings in the project menu.
  3. Under Video Conferencing, set Meeting Platform to Zoom.
  4. Optionally, add Meeting Instructions. They are included in the description of every calendar invitation for the project's sessions.
  5. Save the project.

Coaches in the project who haven't connected Zoom see a reminder on their dashboard. Coaches added to the project later also receive an email asking them to connect.

Step 2: Connect your Zoom account (coaches)

  1. Sign in to Matchwell and select Video Conferencing in the Settings section of the menu.
  2. Next to Zoom, select Connect.
  3. Zoom opens. Sign in to the Zoom account you want your sessions hosted on.
  4. Review the permissions and select Allow. Matchwell asks to view your Zoom user details and to create and delete meetings.
  5. You return to Matchwell, where Zoom shows as Connected with the email address of your Zoom account.

Connect before your first session is booked. Sessions booked while Zoom is not connected are still booked, but they have no Zoom link, and you receive an email telling you so.

Using Zoom with Matchwell

You don't need to do anything for each session. Once Zoom is connected:

  • When a session is booked, by the participant, their delegate, the coach or an admin, Matchwell creates a scheduled Zoom meeting on the coach's account for the session's date, time and length.
  • The join link appears in the calendar invitation sent to the participant, in the event added to the coach's connected calendar, and on the Join button next to the session on the coach's and participant's dashboards.
  • When a session is rescheduled, Matchwell deletes the old meeting and creates a new one, and the updated invitation carries the new link.
  • When a session is cancelled, Matchwell deletes its Zoom meeting.

Meetings are created with join before host turned on, the waiting room turned off, and automatic recording off. The meeting belongs to the coach, so the coach can change any of its settings in Zoom.

Removing Zoom

Disconnect from Matchwell (coaches)

  1. In Matchwell, select Video Conferencing in the Settings section of the menu.
  2. Next to Zoom, select Disconnect and confirm.

Matchwell revokes its access to your Zoom account and deletes the Zoom sign-in tokens and account details it held. After you disconnect:

  • Meetings Matchwell already created stay in your Zoom account, and their links keep working.
  • New sessions are booked without a Zoom link.
  • If you cancel or reschedule a session that already had a Zoom meeting, Matchwell can no longer delete that meeting. Delete it in Zoom yourself.

Remove the app from Zoom

  1. Sign in to the Zoom App Marketplace.
  2. Select Manage, then Added Apps.
  3. Find Matchwell and select Remove.

Matchwell loses access to your Zoom account immediately. Zoom tells Matchwell the app was removed, and Matchwell deletes the Zoom sign-in tokens and account details it held for you, just as if you had disconnected in Matchwell. The same points about existing meetings apply.

Stop using Zoom for a project (admins)

In the project's Settings, set Meeting Platform to None and save. Sessions booked afterwards don't get a meeting link. Existing meetings are unchanged.

Troubleshooting

Zoom shows "Connection expired. Please reconnect."
Zoom no longer accepts Matchwell's access, for example because your Zoom password or account changed. Select Reconnect next to Zoom and approve the permissions again.
A session has no Join button or Zoom link
Either the coach hadn't connected Zoom when the session was booked, or Zoom refused to create the meeting. The coach receives an email in both cases. Connect or reconnect Zoom, then reschedule the session to get a meeting, or share a link manually.
Meetings end after 40 minutes
The coach's Zoom account is on the free Basic plan. A paid Zoom licence removes the limit.

What Matchwell stores

  • Your Zoom sign-in tokens, encrypted, so Matchwell can create and delete meetings for you. They are deleted when you disconnect in Matchwell or remove the app in Zoom.
  • Your Zoom user ID and email address, to show which account is connected.
  • For each session, the Zoom meeting ID and join link. The meeting's title and description, which name the participant and coach, are sent to Zoom when the meeting is created.

Matchwell does not access recordings, chat, transcripts or participant lists. See our privacy policy and terms of service.

Getting help

Contact support or email [email protected].

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