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Using the CohortStudio app for Zoom

This guide walks a CohortStudio organization owner through adding, using, and removing the CohortStudio Zoom integration. CohortStudio is a multi-tenant SaaS for independent certification trainers; the Zoom integration lets you create meetings for virtual classes, pre-register enrolled students, push polls, view AI summaries, share recordings, and auto-mark attendance.

The CohortStudio app for Zoom is user-managed. Each organization owner authorizes their own Zoom account; the connected Zoom user becomes the host of meetings created for that organization.

1. Adding the app (connecting your Zoom account)

You can install CohortStudio's Zoom integration in two ways. Either path lands at the same place.

Option A: Install from inside CohortStudio (recommended)

  1. Sign in to your CohortStudio account at https://app.cohortstudio.io.
  2. In the top right, choose the organization you want to connect Zoom for (each CohortStudio organization connects its own Zoom account).
  3. Open Settings → Zoom.
  4. Click Connect Zoom account.
  5. You will be redirected to Zoom's consent page. Sign in to Zoom if you are not already, and review the requested permissions:
    • Read your Zoom user profile
    • Create and manage meetings
    • Add registrants and invite links to your meetings
    • Create polls on your meetings
    • View and delete AI-generated meeting summaries
    • Read your cloud recordings
  6. Click Allow.
  7. You will be redirected back to CohortStudio. The Settings → Zoom page should now display "Connected as <your Zoom email>".

Option B: Install from the Zoom App Marketplace

  1. Sign in at https://marketplace.zoom.us.
  2. Search for CohortStudio and open the listing.
  3. Click Add.
  4. Review the requested permissions and click Allow.
  5. You will be redirected to https://app.cohortstudio.io/settings/zoom. Sign in to CohortStudio if prompted; the connection is completed automatically.

Verifying the connection

After either path, return to CohortStudio → Settings → Zoom. You should see:

  • A green "Connected" badge
  • The email of the connected Zoom account

If you see "Not connected" or an error message, click Connect Zoom account again and retry.

2. Using the app

Once connected, the integration powers five capabilities. You access all of them from the class detail page in CohortStudio.

Auto-create a Zoom meeting when you schedule a virtual class

  1. In CohortStudio, open Courses → <your course> → New class session.
  2. Set Delivery mode to Virtual.
  3. Tick Create Zoom meeting.
  4. Save the class. CohortStudio creates a Zoom meeting under your connected account; the meeting ID, join URL, and password appear on the class detail page.
  5. Enrolled students automatically receive the join link in their registration confirmation email.

If you forgot to tick the checkbox, open the class detail page and click Create Zoom meeting in the Zoom panel.

Manage Zoom features for a class

From the class detail page, click Manage Zoom features (visible once the class has a Zoom meeting). The Zoom management page lets you:

Pre-register students

Click Sync now to pre-register all confirmed students with the Zoom meeting. Each student receives a unique join link in their registration confirmation email, and Zoom recognizes them by name when they join. New registrations are pre-registered automatically; the Sync now button is for back-filling or re-syncing.

Push a poll to the meeting

Compose a single-choice poll right in CohortStudio:

  1. Enter a poll title.
  2. Enter the question.
  3. Enter at least two answers, one per line.
  4. Click Push to Zoom.

The poll appears on the meeting in Zoom. You can launch it from the Zoom client during the class.

View and delete the AI meeting summary

After the meeting ends and Zoom AI Companion finishes processing (usually a few minutes), the summary appears on the Zoom management page. You can:

  • Read the summary, key points, and next steps inline.
  • Delete on Zoom to remove the summary from your Zoom account.

Share cloud recordings with students

After the meeting ends and Zoom finishes processing the cloud recording (usually 10 to 60 minutes), the recordings appear on the Zoom management page. For each recording file you can:

  • Open on Zoom to play it in Zoom's web player.
  • Share with class to make it available to enrolled students through the CohortStudio student portal.
  • Unshare to revoke that visibility.

Recording media stays on Zoom; CohortStudio only stores the reference and the share decision.

Track attendance automatically

When students join or leave the Zoom meeting, Zoom sends webhook events to CohortStudio. The Zoom management page Attendance section shows, for each registered student:

  • Whether they joined
  • The first time they joined
  • The last time they left

You don't need to do anything to enable this. It's automatic for any class that pre-registered students.

3. Removing the app

You can remove CohortStudio's access to your Zoom account in two ways. For a complete uninstall, do both.

Step 1: Disconnect inside CohortStudio

This deletes the OAuth tokens stored in CohortStudio so the application can no longer call Zoom on your behalf.

  1. Sign in to CohortStudio.
  2. Open Settings → Zoom.
  3. Click Disconnect Zoom.
  4. Confirm. The "Connected" badge disappears.

After this step, CohortStudio still has no access to your Zoom account because the encrypted access and refresh tokens have been deleted from the database. Any meetings already created remain on Zoom (they were created under your account and you retain full control of them through Zoom).

Step 2: Uninstall from the Zoom App Marketplace

This formally revokes the OAuth grant on Zoom's side and removes the app from your "Installed Apps" list.

  1. Sign in at https://marketplace.zoom.us.
  2. Click your account avatar (top right) and choose Manage (or go directly to https://marketplace.zoom.us/user/installed).
  3. Find CohortStudio in the list of installed apps.
  4. Click Remove (or Uninstall).
  5. Confirm the removal.

After this step, the OAuth grant on Zoom's side is revoked. Even if some old token were somehow retained anywhere, it would no longer authenticate.

Data retention after removal

When you disconnect or uninstall:

  • The encrypted Zoom access and refresh tokens stored by CohortStudio are deleted immediately.
  • Meeting metadata stored on past CohortStudio class sessions (meeting ID, join URL, password) is retained so you can still see what was scheduled. You can delete the class session itself in CohortStudio to remove this metadata.
  • Attendance records derived from past webhook events are retained so your roster history is preserved.
  • Cloud recordings, AI summaries, and registrants stored on Zoom are unaffected; they remain on your Zoom account.

To request full deletion of all Zoom-derived data from CohortStudio, contact support@cohortstudio.io and reference your organization name. See the CohortStudio privacy policy for full details on how data is stored, used, and deleted.

Troubleshooting

"Connect Zoom account" redirects but does not connect. Make sure pop-up blockers are off, you are signed in to the same Zoom account you want to connect, and your browser allows third-party cookies for cohortstudio.io and zoom.us.

"Create Zoom meeting" button does nothing. Check Settings → Zoom; if the connection has lapsed, reconnect. Zoom OAuth tokens refresh automatically, but if you changed your Zoom password or were signed out everywhere, the refresh can fail.

Pre-registered students do not show up by name in Zoom. Pre-registration only applies to students confirmed after the Zoom meeting was created. Click Sync now on the Zoom management page to back-fill.

Attendance is not being recorded. Auto-attendance requires that the student joined using the Zoom join link emailed to their registered address (so Zoom recognizes them). Joining anonymously or with a different email will not be matched.

AI summary or recording not appearing. Both depend on Zoom features being enabled on your Zoom account: AI Companion for summaries, Cloud Recording for recordings. They also take time to process after the meeting ends. Refresh the page after a few minutes.

Support

For issues not covered above, email support@cohortstudio.io. Include your CohortStudio organization name and a description of what happened. We respond within one business day.