Joining a Zoom meeting

In one sentence

Open the appointment — from your dashboard calendar or the appointment page — and use its call buttons; which ones you see depends on how soon the meeting is and whether it already has a Zoom meeting attached.

Where to start

You can open an appointment two ways:

• Click it on your dashboard calendar — a quick view opens.
• Open the Appointment page directly.

Both show the same buttons, with one difference: on the appointment's own page, Join in Zoom lives in the ⋯ menu instead of sitting next to the other buttons.

When you click Create Zoom meeting, a notification appears at the top of the screen — for example, "Zoom meeting created" — with its own Join meeting button that opens Zoom in a new browser tab. A Zoom meeting created automatically while scheduling is quieter: the appointment just shows the new meeting, with no separate success notification.

What you'll see

• Join Zoom call — the meeting is within 24 hours or already running. If your organization uses in-app calls, clicking it opens the call right inside Call-E; otherwise it opens Zoom in a new browser tab and keeps your Call-E tab open.
• Join Zoom call (greyed out) — the meeting is more than 24 hours away. Hover over it and you'll see "Available within 24 hours of the meeting." Come back closer to the start time.
• Join in Zoom — opens the original Zoom meeting in a new browser tab. It appears beside Join Zoom call as an alternative, or alone once no join is offered. On the appointment's own page, find it in the ⋯ menu instead.
• Resume Zoom call in Call-E or Resume Zoom call in Zoom — appears for 30 minutes after a session ends, or longer if the appointment's scheduled start was less than 3 hours ago, whichever gives you more time. Click it to rejoin; the label tells you whether that stays inside Call-E or opens Zoom.
• Create Zoom meeting — 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.
• Start recording — sits next to Create Zoom meeting or Join Zoom call so you can record with your device's microphone instead of Zoom. See Start a Microphone Recording.
• No buttons at all — the appointment is over or cancelled, is more than 3 hours past its scheduled start time, and has no Zoom meeting to join or resume. Your dashboard calendar's quick view shows "Zoom and Microphone Recording are no longer available for this appointment." instead; the appointment's own page just leaves that spot empty.

If the meeting is more than 24 hours away

This is expected, not an error. Join Zoom call 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 within 3 hours of its scheduled start time. Click Create Zoom meeting and Call-E creates the meeting and attaches it right away. The button is replaced by Join Zoom call 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 meeting won't appear.

After the scheduled time passes with nothing live

Once the scheduled end time passes and no call is actually happening, Call-E treats the call as done even if its status hasn't caught up yet:

• Start recording stays available, so you can capture what's happening now.
• Resume Zoom call in Call-E / Resume Zoom call in Zoom appears too, if a Zoom session just ended.
• Join Zoom call and Create Zoom meeting don't appear anymore.

After a meeting ends or the appointment is cancelled

Your recording, notes, and guidance from the session stay filed on the appointment as usual — you don't need any of these buttons to review them.

• On the appointment's own page — if it had a Zoom meeting, Join in Zoom stays available in the ⋯ menu, opening the original meeting in a new browser tab. Without a Zoom meeting, the button area is simply empty.
• On your dashboard calendar's quick view — once nothing is left to join, you'll see "Zoom and Microphone Recording are no longer available for this appointment." instead of any buttons.

Related

• Schedule an appointment