Advanced Zoom integration – BitConf

Bitrix24 Market
Bitrix24 Market
Advanced Zoom integration – BitConf
Sergey Kozlov
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The Bitrix24 app that can automate creating Zoom meetings and invite your customers to Zoom webinars, or import Leads fr om Zoom automatically.

Integrate your Zoom with Bitrix24. Schedule meetings, send invitations, automate leads processing. Build a sales machine. Save on Zoom cloud storage and licenses.

– Invite customers to your Zoom webinars automatically.
– Create or schedule Zoom meetings from Bitrix24 Calendar or CRM.
– Import Zoom meeting participants into B24 as Leads automatically.
– Convert customers by sending them invitation links directly from Calendar Events, Leads, Deals, Contacts and Companies.
– Create common or individual invitation links to join your Zoom sessions.
– Choose what Zoom session a customer is invited to, or which of your colleagues will respond to a customer over Zoom.
– Know when customer joins the session and leaves it. Track the attendance.
– Invite customers to Zoom automatically with CRM automation.
– Build automatic sale and marketing funnels.
– Get the meeting records links from the Zoom cloud.
– Automatically back up your records from Zoom cloud to Google Drive or Yandex.Disk.


Want to see a comparison of this app with any other Bitrix24 and Zoom integration?
Visit https://bitconf.online/en/


How to schedule a Zoom meeting with a customer?

Scenario 1 – automatically from CRM
– Create an automation rule that schedules a Zoom meeting in the Leads or Deals.
– Create an automation rule that sends the scheduled Zoom invitation link to your customer.


Scenario 2 – manually from CRM
– Open a Lead (or Deal, Contact, Company) in CRM. Click the dropdown menu in the action log in the right column and click "Bitconf" item;
– In the pop-up window create a new meeting or choose any of the existing ones;
– The invitation link for will be saved to the dedicated field of the Lead (or Deal, Contact, Company) and shown to you in the log. Copy it or send directly from there. Sometimes Bitrix24 is slow to show it instantly, so just refresh the page to see the link generated.

Scenario 3 – manually from Calendar
– In the Bitconf app settings check the box for option "Automatically create Zoom meeting for every event in Bitrix24 calendar and add invitation link to it"
– Go to Calendar. Add an Event and save it.
– Wait for a couple of seconds and re-open the Event you've just added.
– Check the Description of the Event – the Zoom link is there. Share it with your customer.




How to know if a customer joined a Zoom conference or webinar?

This feature is available on Zoom paid tariffs. When customer joins or leaves your Zoom session, Bitconf adds this information to the Lead log in B24. So you will know if he/she ever participated and how much time spent there for sure. Plan your further actions based on that information.
Please note: If you have sent the invitation link to many customers, you will see all their names in the Lead log.



How to build an automatic funnel with Zoom?

Use Bitrix24 automation rules and workflows, just make sure you have this option on your tariff.
You will need just two automation rules (also known as CRM robots):
– First automation rule will create a Zoom meeting from scratch in the Leads or Deals, and generate an invitation link. For a webinar it will fetch the link from Zoom. The link is automatically saved to the field "Zoom (Bitconf)".
– Second automation rule will send the invitation link for this meeting or webinar to your customer through email, sms/text or any other options you have in your Bitrix24 account.



How to create a Lead automatically for every participant registered for Zoom meeting?

1. Create a Zoom meeting. Enable "Require registration" in its settings.
2. In the Bitconf settings enable the "Automatically create Leads from all getting registered in Zoom" option.
3. Manually create a Lead (this can be even not a real one, just for technical purpose) in Bitrix24. In it click Bitconf and choose Invite for the meeting you've created on Step 1. (You can also choose "Unique Invite" here, but it will only work properly if your registration form does not have mandatory fields. So we recommend to choose just basic Invite).
That's it! Now all the registered participants data will be downloaded from Zoom and saved to this Lead in JSON and CSV formats as soon as the meeting will be finished. AND Bitconf will automatically create a separate Lead for every registrant, wh ere all the individual registration data will also be copied.



What to do, if you have many colleagues both in Zoom and Bitrix24, and everyone has several meetings/webinars?

In the Bitconf app settings choose an Employee sync page. Choose what users correspond in both services, and Save the settings once finished. This will make easier for you to orient through total agenda and create meetings for specific colleagues.

https://bitconf.online

Version 16
If you copy meeting or webinar records from Zoom to Yandex.Disk or Google Drive, links for the records are saved to separate fields now. It is easier to automate their processing now. For instance, if you want to send the records to your customers.

Version 15
Bitconf can now automatically create Leads fr om your registered Zoom meetings participant. (Zoom webinars aren't supported yet.) This feature works only with meetings that require registration in their settings. To turn the feature on, check the proper box in the Bitconf settings. All leads are created in B24 only upon the meeting is finished. The name of the Lead contains the name of the meeting it had been generated from, so you can better understand wh ere has it come from. Data the participant filled out during registration is copied to the Lead as a comment.

Please, do not hesitate to mail us to support@bitconf.online with all your comments and wishes regarding this feature.

More detailed instruction on how to set up automatic leads generation from Zoom can be found at https://bitconf.online/knowledge-base-en/

Version 14
The app now downloads meeting participants registration data and saves it to CRM in CSV file. So you have them now both in JSON and CSV formats. Let us remind, the data is collected from Zoom only after the meeting is finished. Also note, this feature supports meetings only, webinars aren't supported yet.

Version 13
If you are on a paid tariff in Zoom, you can request a registration form for the participant to fill out in the meeting settings. Many use this to collect leads straight in Zoom, and then trasfer them manually to CRM to process. Now Bitconf can do it automatically. This feature works with Zoom meetings only, webinars are not supported yet. The registrations data is placed into [UF_CRM_BITCONF_PARTICIPANT_REGISTRATION_FORM] field in a JSON format, for you to process it easier. If you find this way not comfortable for you, please do not hesitate to mail us to support@bitconf.online, we will try to implement the way you want it.

Please note: the data is transferred from Zoom to Bitrix24 only after the meeting is ended.

Version 12

This new version brings new functionality to the Bitconf app. You will now have an ability to invite your customers not only to the Zoom meetings, but also to Zoom webinars. The invitation links will be automatically saved to Bitrix24 CRM, making it more convenient for you to automate the invitation process, and provide better experience for your customers.

  • You can invite a customer manually by choosing a webinar from the list, or through an automation rule.

  • The app fetches the invitation link for the webinar requested from Zoom, and saves it to the [Zoom (BITCONF)] field in CRM. You can send this link with another automation rule to your customer by email, text, messenger, or via Workflows depending on your B24 plan and features enabled.

Version 11
– If you have been using automatic Zoom meeting generation for every Event in Bitrix24 Calendar, you may have noticed a lot of pointless Zoom meetings being created. Now you can fix it using a keyword or a code. So next time you want a Zoom meeting generated for for your Event, just add your keyword or code to the Event title.
– You can now log out from the Zoom account connected via Bitconf.

Version 10

  1. The app supports automation rules in CRM now: Schedule Zoom meetings and send invitations to your customers automatically.
  2. Link to download your meeting recording from the Zoom cloud is now saved not only to the CRM timeline, but also to the special field (UF_CRM_BITCONF_ZOOM_RECORDINGS). You can reach and use it with your automation rules.
  3. The app now works even if you have CRM turned off in your Bitrix24 settings.

Version 9
If your Zoom plan allows you to record meetings to the Zoom cloud, you can now automatically copy them to Google Drive. It saves you money.

Version 8
You can now send individual invites to your customers. This feature was developed specially for those, to whom it is important to clearly identify the person joining the Zoom meeting. This is crucial for paid webinars, master classes, lectures, consultations, councils or other Zoom sessions. So once your customer paid, send her/him an unique invite. Bitrix24 will automatically log her/his joining and exiting the session. And this will be very easy for you to control and confirm sales or delivery reports. Nobody will be able to deny the attendance or being served. And if someone tries to cheat and share individual invite across many people, you will know who's attempting to cheat.

Version 7
If your Zoom plan allows you to record meetings to the Zoom cloud, you can now automatically copy them to Yandex.Disk. It is 30 times cheaper. Later we will add Google Drive and Dropbox.

Version 6
Create Zoom meetings from Bitrix24 Calendar. You can also turn on creating Zoom meetings automatically for every event you add to calendar. Zoom invitations links added to the event details

Version 5
You will now have an ability to control the meeting recording when scheduling it, and access your Zoom sessions records from Bitrix24 once they are completed (recording to the cloud is available only on paid Zoom tariffs). The links to them will be automatically added to Bitrix24 CRM, making it more convenient for you to get into details, have a documented reference to what had been discussed, evaluate your colleagues' conversations with customers, enhance your inner customer workflow processes.

Version 4
–  Schedule a Zoom meeting or choose the existing one – and you will  automatically have a meeting added to both the CRM item log and the  responsible colleague's Bitrix24 calendar. You can turn this feature on  in the app Settings. The meeting is marked completed automatically at  the end time set in the Zoom meeting settings.

– Contact us  directly from within the app. Just click the green button in the right  upper corner. Drop us a line if you want to add, improve or fix  anything.

Version 3
– You can now use Zoom all across CRM – in Leads, Deals, Contacts and Companies.
– Zoom is available both inside any of the CRM items, and in their list view.

Version 2
– Zoom synchronization improved
– Employee sync listing improved

Support

If you have any question, idea or trouble with our app, email us at support@bitconf.online. We normally reply in 1 hour during any business day, 10.00-16.00 (UTC time zone).
Requirements

The connection between Zoom and Bitrix24 services is done through this application, officially published in the Bitrix24.Market and approved by Zoom. To set up the connection you need:

  • accounts registered in both systems;
  • being logged in with the highest administrator (owner) level permissions in both systems. (Administrator level required only for the installation, later on you won't need it.)
The app works on all free and paid Zoom plans.



Installation

Log in to your Bitrix24 account with Administrator rights.
Click "Applications" link in the left menu in your Bitrix24. You will be taken to the Bitrix24.Market. Search for 'Bitconf'. Click "View" and then "Install".


Setting up and Usage

After installation, you need to let the app to connect to your Zoom account. Click "Connect Zoom" button. You will be asked to grant permissions to the app, do it. It will take a few seconds for the app to communicate and load data from Zoom.

Once installed the app allows you to do basic things like schedule meetings or get invitation links right in the Bitrix24, without going to Zoom. Some want to automate their funnels or other business scenarios in Bitrix24, so they require to have an option to address them to specific colleagues inside Bitrix24. That is why we provide an option to associate users from both services. To do this, find Bitconf among the installed apps and click it. You will have an "Employee sync" page. Choose what users correspond in both services, and Save the settings once finished.

Bitconf works from Calendar and available across all CRM items: Leads, Deals, Contacts, Companies both inside and in their list view. If you want to schedule a Zoom meeting for the lead or send a Zoom meeting link (invite) to your customer, just click Bitconf in the menu. You will have options either to create a new meeting, or to invite to any of the existing ones. Should you have had associated users as described in the previous point, it will be easier for you to understand who you appoint your customer to. Choose the meeting required and click Sel ect button. This will generate an invitation link to that Zoom event and you will see it appeared as a comment in the timeline. Copy it fr om here and send it to a customer through the channels you have in Bitrix24 (text/sms, email, WhatsApp, Instagram, Facebook, Viber, Telegram or whatever you have it integrated with).
Once the link is generated it is also saved to the special field called "Zoom (Bitconf)", so if you need to use it in business processes or automation rules, please refer to this field. The value of this field is updated automatically every time you sel ect another Zoom meeting or create a new one.

To create Zoom invitations straight fr om the Calendar, go to the Bitconf app settings (or ask your portal administrator to do it) and check the box "Automatically create Zoom meeting for every event in Bitrix24 calendar and add invitation link to it". Then go to Calendar, add an Event and save it. Wait for a couple of seconds. Edit the Event, click Description – you will find the link there.

You can also turn on an automatic back up of all your records from Zoom cloud to another cloud storage (like Google Drive). Go to the "Records storage" and connect one or several storages we support. Please note, that Bitconf copies only those records that were created or invited to fr om Biconf. It usually takes some time to Zoom to prepare the records, so Bitconf waits until they are ready and then copies them.