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Troubleshooting Zoom

Having trouble using Zoom with Calendly? This guide covers common Zoom issues and how to fix them fast.

Zoom shows "Action Needed"

If you see an “Action Needed” message on your Meetings page, Calendly couldn’t add a Zoom link.

Common causes:

Zoom isn’t connected to Calendly

Make sure Zoom is connected to your account. This helps Calendly add the right Zoom link to your meetings.

Note: To add Zoom to upcoming meetings, reschedule them for the same time and date.

For personal event types:

  1. Go to your Integrations & apps page and select Zoom.
  2. If Zoom isn’t connected, follow steps in How to schedule with video conferencing.
  3. If Zoom is connected:
    1. Open your browser in private/incognito mode.
    2. Log in to Calendly.com.
    3. Go to Integrations & apps and select Zoom.
    4. Select Disconnect, then Connect Zoom.
    5. Sign in to Zoom and select Authorize.
    6. (If needed) see Pre-approving Zoom.
  4. Reschedule your meeting for the same time and date. See How to manage your meetings.

For team event types:

Each teammate must connect their own Zoom account.

  • Round robin: Each person must connect Zoom.
  • Collective: Only the Zoom organizer needs to connect Zoom.

Have teammates follow How to schedule with video conferencing.

Zoom API rate limits reached

Zoom lets each user schedule up to 100 meetings per day across all Zoom apps. If your Calendly bookings are high, you might reach Zoom’s rate limit.

If that happens, contact our Support team. We’ll check your account and help with next steps.

Zoom meetings end after 40 minutes

Free Zoom accounts have a 40-minute limit. To hold longer meetings, upgrade to a paid Zoom plan.

Zoom link missing from notifications

If the Zoom link isn’t showing in your calendar invite or email, the Location variable may be missing.

Fix for calendar invites:

  1. Open the event type > Notifications and Workflows.
  2. Select the three dots next to Calendar invitation > Edit.
  3. In the body, select + Variables > add Location.
  4. Save and close.

Fix for email confirmations:

  1. Open the event type > Notifications and Workflows.
  2. Select the three dots next to Email confirmations > Edit.
  3. In the body, select + Variables > add Location.
  4. Save and close.

Fix for workflows:

  1. Go to your Workflows page.
  2. Open your active workflow.
  3. Under Do this, select Edit next to the email.
  4. In the body, select + Variables > add Location.

Note: Zoom links may take a few seconds to appear. If your guest doesn’t see it, ask them to add the meeting to their calendar again.

Zoom passcode is missing

If passcodes are on in Zoom, Calendly adds them automatically. Login to your Zoom account and check if the Zoom passcode is turned on.

Wrong Zoom account is connected

If Zoom meetings show up wrong or have different links, you may have connected the wrong Zoom account. Disconnect and reconnect the integration with the correct account.

Zoom error: Unable to assign alternative host

If you see: “Unable to assign [your email] as an alternative host because the user cannot be selected at this time.”

It means someone set as a host is no longer in your Zoom account.

Fix it:

See How to use your Zoom Personal Meeting ID.

Need Support? We've got you covered!

Every paid subscription includes Calendly Standard Support. However, only owners and authorized admins from your company can make certain account requests. Log in to Calendly and navigate to the Help section where you can:

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