Zoom Integration

You can connect your Zoom account to Gymdesk to automatically create and share Zoom meetings for any sessions in your schedule marked as Remote.

Connecting Your Zoom Account

1. Go to Gym → Integrations

2. Select Connect Zoom Account

3. You’ll be redirected to Zoom to log in using the account you use for hosting your online classes.

Once connected, Gymdesk will automatically manage creating and canceling Zoom meetings for applicable sessions.

How Automatic Meeting Creation Works

When a member or visitor books a session marked as Remote:

• A Zoom meeting is automatically created for that session.

• The participant receives the join link in their email confirmation and inside the member portal.

• The assigned instructor receives the host link and can also find it in their dashboard under Today’s Bookings.

Multiple Participants in the Same Zoom Session

If multiple participants book the same session, they’ll all receive the same Zoom meeting link for that specific booking. Each person will see that join link in their email confirmation and in their member portal, so everyone attending that remote session enters the same online room at the scheduled time.

Automatic Cancellation of Remote Zoom Sessions

If every participant cancels their booking for a given remote session, Gymdesk will automatically cancel the associated Zoom meeting for that session. This helps keep your Zoom account clean and prevents empty meetings from staying on your calendar.

Zoom Settings That May Affect Automatic Meetings 

Zoom accounts can have custom settings that override or interfere with Gymdesk’s meeting creation. If meetings aren’t being created as expected, check the user’s Zoom settings.

Below are the two most common settings that cause issues:

1. Using Personal Meeting ID (PMI) 

When this setting is ON, Zoom overrides Gymdesk’s request for a new meeting and forces every session to use your Personal Meeting ID (PMI), which is a single, permanent Zoom room. As a result:

• All remote sessions will share the same Zoom link, because PMI always returns the same meeting ID.

• Any passcode assigned to the PMI applies to every meeting Gymdesk creates, since Zoom requires PMI security settings to be used.

• Changing PMI settings later (such as updating the passcode) will retroactively affect previously created meeting links, because they all point to the same permanent room.

Gymdesk will still successfully create meetings, but the behavior will differ from the expected “unique meeting per session” experience.

2. Using Personal Meeting ID (PMI) Passcode

If the PMI is enabled and this passcode setting is turned on, then every meeting Gymdesk creates will require the user’s PMI passcode, regardless of how Gymdesk normally configures meetings. This passcode may be:

• The user’s custom PMI passcode

• An automatically generated passcode

• An empty passcode if the user clears it

Gymdesk must honor whatever passcode Zoom applies — this cannot be overridden on our end.

Troubleshooting Zoom Integration Issues

If meetings aren’t being created or links look incorrect, verify the following:

Step 1 : Check whether the user has PMI enabled

Go to Zoom → Settings → Scheduling

Look for the toggle:

Use Personal Meeting ID (PMI) when scheduling a meeting

• OFF = Best / default behavior

• ON = All meetings created by Gymdesk will use the user’s PMI + PMI password rules
  
  

Step 2 : Check whether the PMI Passcode is enabled

Zoom → Settings → Passcode

Toggle: Personal Meeting ID (PMI) Passcode

If ON, Zoom applies the PMI passcode to all Gymdesk-created meetings.

Step 3 : Re-test meeting creation

After adjusting Zoom settings:

1. Disconnect Zoom from Gymdesk

2. Reconnect your Zoom account

3. Book a new test session marked Remote

This ensures new settings apply to newly-created meetings.