How to Set Up the Zoom Google Calendar Add-on

The Zoom for Google Workspace add-on lets users schedule Zoom meetings directly from Google Calendar — click a button, and the Zoom join link, dial-in numbers, and passcode are automatically inserted into the calendar invite.

This guide covers admin deployment and user setup. For the complete picture of all Zoom + Google integrations, see the Complete Guide to Zoom and Google Workspace.

Prerequisites

• Google Workspace (any edition)
• Google admin access (for org-wide deployment) or individual Google account (for self-install)
• Paid Zoom account (Pro or higher)

Step 1: Install the Add-on (Admin Deployment)

Deploy the add-on for your entire organization so all users get it automatically:

1. Sign in to the Google Admin console.
2. Go to Apps > Google Workspace Marketplace apps.
3. Click Add app to domain install list (or the + icon).
4. Search for Zoom for Google Workspace.
5. Click Admin install.
6. Choose the deployment scope:
   • Entire domain — all users in your org
   • Specific organizational units — limit to certain groups
7. Accept the permissions (calendar read/write, basic profile info).
8. Click Install.

The add-on propagates to users within a few hours (sometimes up to 24 hours).

Alternative: User Self-Install

If you prefer to let users install it themselves:

1. In Google Admin, go to Apps > Google Workspace Marketplace apps > Settings.
2. Under Marketplace allowlist, add Zoom for Google Workspace to the allowed apps.
3. Users can then install it from the Google Calendar sidebar (+ icon > Get add-ons > search for Zoom).

Step 2: User Authorization

The first time a user creates a Zoom meeting from Calendar, they’ll be prompted to connect their Zoom account:

1. User creates a new Calendar event.
2. Clicks Add conferencing > Zoom Meeting.
3. A popup asks them to sign in to Zoom and authorize the connection.
4. After authorization, the Zoom meeting link is inserted into the event.

This is a one-time step per user. Subsequent meetings are created with one click.

If using SSO: Users sign in with their corporate credentials (Google SSO redirects to your identity provider). See How to set up Zoom SSO with Google Workspace.

Step 3: Schedule a Zoom Meeting from Calendar

Once the add-on is installed and authorized:

1. Open Google Calendar and click to create a new event.
2. Click Add conferencing — you’ll see both Google Meet and Zoom Meeting as options.
3. Select Zoom Meeting.
4. The event is populated with:
   • Zoom join link (clickable)
   • Meeting ID
   • Passcode
   • Dial-in phone numbers (if phone dial-in is enabled in Zoom)
5. Add attendees, set the time, and save the event.

The Zoom meeting is created in Zoom’s system and linked to this calendar event. Changes to the event (time, date) sync to the Zoom meeting automatically.

Setting Zoom as the Default Conferencing Provider

Google Calendar defaults to Google Meet. There’s no admin setting to change this org-wide — it’s a per-user preference.

User-Level Setting

1. Open Google Calendar.
2. Click the gear icon > Settings.
3. Under Event settings, find Add conferencing to events I create.
4. If the option shows a dropdown, select Zoom (this option only appears for some accounts).

Reality: For most Google Workspace configurations, the conferencing default is hardcoded to Google Meet. Users must manually select Zoom Meeting for each event. Include instructions in your onboarding documentation.

Workaround: Keyboard Shortcut

Train users to use this quick workflow:

1. Create event → Click “Add conferencing” → Select “Zoom Meeting”
2. It takes 2 extra clicks compared to Meet’s auto-attach behavior

Meeting Settings Inheritance

Meetings created via the Google Calendar add-on inherit your Zoom admin settings:

Users can override settings that aren’t locked by admin policy when editing the Zoom meeting details.

Managing the Add-on

Check Deployment Status

In Google Admin:

1. Go to Apps > Google Workspace Marketplace apps.
2. Find Zoom for Google Workspace.
3. Click it to see installation status, user count, and permission details.

Remove the Add-on

1. In Google Admin, go to Apps > Google Workspace Marketplace apps.
2. Find Zoom for Google Workspace.
3. Click Delete or Uninstall.
4. Existing Zoom meetings on calendars remain — they’re not deleted. The add-on button is removed from the Calendar UI.

Common Issues

• Add-on doesn’t appear in Calendar — Marketplace deployments can take up to 24 hours to propagate. Verify the deployment status in Google Admin > Apps > Marketplace apps. Have the user try logging out and back in to Google, or clearing browser cache.
• “Unable to connect to Zoom” during authorization — The user’s Zoom account may not exist yet. If using SCIM, verify the user is in the provisioning scope. If not using SCIM, the user needs to create a Zoom account first (or be provisioned by an admin).
• Meeting created but no dial-in numbers — Dial-in numbers depend on your Zoom plan and audio settings. Check Zoom admin > Settings > Meeting > Audio Type. If set to “Computer Audio Only,” no dial-in numbers are included.
• Calendar event deleted but Zoom meeting still exists — In rare cases, the deletion doesn’t sync. The user can delete the orphaned meeting from their Zoom meetings list. This can happen if the Calendar add-on loses its authorization — re-authorize by removing and re-adding the add-on.
• Users see “Google Meet” but not “Zoom Meeting” — The add-on may not be deployed to their OU. Check deployment scope in Google Admin. Or the user hasn’t refreshed their Calendar — try a hard refresh or different browser.