After an administrator connects Zoom, meeting editors can let BoardSite create a Zoom meeting automatically or attach an existing Zoom meeting manually.

Before you begin: Automatic creation requires an active organization-level Zoom connection. Manual links do not require the integration.

Automatically create Zoom for a new meeting #

1. Open Meetings → Upcoming and select Add Event.
2. Select Create Manually.
3. Enter the meeting name, dates, times, and other required details.
4. Set Location Type to Virtual or Hybrid.
5. Under Virtual Platform, select Zoom (Auto-create).
6. Review the meeting details and select Create Meeting.

BoardSite creates the Zoom meeting using the event name, date, and time, then saves the join link, meeting ID, and passcode to the BoardSite meeting.

Attach an existing Zoom meeting manually #

1. On the meeting form, choose Virtual or Hybrid.
2. Select Zoom (Manual).
3. Paste the Zoom link or shared joining details. BoardSite attempts to extract the join URL, meeting ID, and passcode.
4. Review the extracted fields and complete the remaining meeting details.
5. Save the meeting.

Add Zoom to an existing BoardSite meeting #

1. Open the BoardSite meeting and select Edit or Edit this meeting.
2. Set the location type to Virtual or Hybrid.
3. If the meeting does not already contain virtual meeting details, select Create and link a Zoom meeting when this meeting is updated.
4. Save the changes and confirm the Zoom joining information on the meeting’s Event Details tab.

Existing virtual details: BoardSite will not automatically create Zoom when the meeting already contains another virtual meeting link or Zoom details. Remove or correct the existing details first if appropriate.

Sync recordings, transcripts, and saved chat #

For a BoardSite-linked Zoom meeting, authorized editors can use the Zoom artifact-sync action in the meeting’s minutes/transcription area. BoardSite queues available Zoom recordings, transcripts, and saved chat for import. Processing can take time, and only artifacts available to the connected Zoom account can be imported.

Review required: Imported transcripts and AI-generated output are working materials. Review them before publishing or approving minutes.

Troubleshooting #

• If Zoom (Auto-create) is missing, confirm that Zoom is connected for the active organization.
• If BoardSite says Zoom could not create the meeting, use Reconnect on the Zoom integration card and try again.
• If a meeting already has a Zoom meeting, BoardSite will not create a second one for it.
• If artifacts do not appear, confirm that the Zoom cloud recording, transcript, or chat exists and is accessible to the connected Zoom account.

Related articles #

• How do I connect Zoom to BoardSite?
• How do I disconnect Zoom from BoardSite?
• How do I record the minutes for a meeting?