Joining a Zoom meeting

Last updated: June 17, 2026

In one sentence

Open the appointment — from the calendar or the appointment page — and use the Zoom button; the button changes depending on how soon the meeting is.

Where to start

You can open an appointment two ways, and both show the same Zoom button with the same rules:

Click the appointment on your dashboard calendar — a pop-up opens.
Open the Appointment page directly.

Use whichever is faster. The button behaves identically in both places.

When you explicitly click Create Zoom, a notification appears at the top of the screen — for example, "Zoom meeting created" — with a Join meeting button. That button follows the same rules as the Zoom button on the appointment: if in-app Zoom (Call Mode) is on for you, it opens the meeting inside Call-E; if it's off, it opens Zoom in a new browser tab. Zoom meetings created automatically while scheduling are quieter: the appointment shows the meeting state without a separate success notification. See What you'll see below for the full details.

What you'll see

The Zoom button changes based on the meeting:

Join Meeting in Call-E — the meeting is within 24 hours or already running and in-app Zoom is on for you. The button shows a video icon. Click it to join inside Call-E: the full in-call view opens — Zoom in the center with your timeline and Call Guidance around it — and the session is recorded and coached automatically. Call-E also tucks away the left navigation while you're in the call, then brings it back when the call ends. When this button appears, Open Zoom stays available as a separate new-tab fallback.
Rejoin in Call-E — a session just ended within the last 30 minutes and in-app Zoom is on for you. Click it to rejoin the same Zoom meeting inside Call-E without starting a new one.
Rejoin — same situation, but in-app Zoom is off for you. Click it to rejoin the Zoom meeting in a new browser tab.
Join Meeting — the meeting is within 24 hours or already running and in-app Zoom is off for you. Click it to open Zoom in a new browser tab; your Call-E tab stays open so you don't lose your place.
Join Meeting (greyed out) — the meeting is more than 24 hours away. Hover over it and you'll see "Available within 24 hours of the meeting." You can't join yet; come back closer to the start time.
Create Zoom — the appointment has no Zoom meeting yet and it's still within 3 hours of the scheduled start time. See If there's no Zoom meeting yet below.
"Zoom and in-person recording are no longer available for this appointment." — a short message that replaces the buttons once the appointment is over or has been cancelled and has no Zoom meeting you can join, or once it is more than 3 hours after the scheduled start time and has no Zoom meeting attached.
"This meeting ended." or "This appointment was cancelled." — shown when a Zoom meeting does exist and the appointment has ended or been cancelled. A small Open Zoom link sits beneath it. The link opens the original Zoom meeting in a new browser tab; you don't join inside Call-E for ended or cancelled meetings.

If the meeting is more than 24 hours away

This is expected, not an error. The Join Meeting button stays greyed out with the "Available within 24 hours of the meeting." tooltip until you're within a day of the start time. Reopen the appointment when it's closer and the button becomes active.

If there's no Zoom meeting yet

You can add a Zoom meeting to any upcoming appointment, or to one that is within 3 hours of the scheduled start time. Click Create Zoom and Call-E creates the meeting and attaches it right away. The button updates to Join Meeting once it's ready — click it to start the session (subject to the same 24-hour rule above).

If the appointment is over, has been cancelled, or is more than 3 hours past the scheduled start time, Create Zoom won't appear. You'll see "Zoom and in-person recording are no longer available for this appointment." instead.

If the meeting won't open in Call-E

When you click Join Meeting in Call-E and the call can't open, a short message appears at the top of the screen telling you what went wrong — the in-call view no longer just closes without explanation. Match the message you see:

"This meeting isn't available yet. Check that it's started, then try again." — the host hasn't started the Zoom meeting yet. Wait until it's running, then click Join Meeting in Call-E again.
"Zoom says another meeting is already in progress. Leave or end that Zoom meeting, then try joining from Call-E again." — another Zoom meeting is still running. Leave or end it, then click Join Meeting in Call-E again.
"This Zoom meeting requires registration, so Call-E can't join it inside the app. Use Open Zoom for this appointment, or create a new appointment with a new Zoom meeting." — the Zoom meeting is set to require registration. Use Open Zoom for this appointment, or create a new appointment with a fresh Zoom meeting.
"Zoom couldn't connect inside Call-E for this meeting. Use Open Zoom on the appointment to join in Zoom." — use Open Zoom for this appointment.
"Zoom couldn't connect inside Call-E because the signature response was incomplete. Use Open Zoom on the appointment to join in Zoom." — use Open Zoom for this appointment, then contact support.
"Zoom couldn't authorize this call. Reload the page to try again." — reload the appointment page and click Join Meeting in Call-E again.
"Zoom couldn't connect inside Call-E. Reload the page and try again. If it keeps happening, contact support." — Zoom did not open inside Call-E. Reload the appointment page, then click Join Meeting in Call-E again. If it keeps failing, contact support.
"Zoom couldn't join inside Call-E. Reload the page and try again. If it keeps happening, contact support." — Zoom rejected the in-app join. Reload the appointment page, then click Join Meeting in Call-E again. If it keeps failing, contact support.

If the in-app meeting still won't open after the steps above, use Open Zoom on the appointment to join in Zoom, then contact support.

How to end the call

In the in-call view, click the red End call button in the top-right corner — or press Esc — to end the meeting. A dialog appears asking "End the call for everyone?" with the message "This ends the meeting for you and the client."

Click End call to close the meeting for everyone. Your client is disconnected too, and the recording, Call Notes, and Call Guidance finish processing reliably.
Click Cancel to go back to the call. Nothing changes.

Note: the End/Leave controls inside the Zoom panel work as usual — this dialog only appears when you use the End call button or Esc in the Call-E in-call view.

After a meeting ends

What you see depends on whether a Zoom meeting was attached to the appointment:

With a Zoom meeting — you'll see "This meeting ended." with a small Open Zoom link beneath it. The link opens the original Zoom meeting in a new browser tab — it does not start a session inside Call-E. Your recording, notes, and guidance from the session are filed on the appointment as usual; you don't use this link to review them. A cancelled appointment with a Zoom meeting works the same way: you'll see "This appointment was cancelled." with the same small Open Zoom link.
Without a Zoom meeting — you'll see "Zoom and in-person recording are no longer available for this appointment." instead. No link is shown.