Zoom and Google Meet

Spacebrain uses Zoom or Google Meet to create the live sessions for your webinars. This guide shows you how to connect one, test it properly, and understand what each status means. It's for the person who runs webinars and the admin who owns the Zoom or Google account.

This connection is only for webinars. It's separate from calendar apps you might connect elsewhere.

Before you begin

• Role: Editor or higher. With a lower role you'll see You have read-only access. An editor can connect, test or disconnect Webinar providers.
• The right account: decide which Zoom or Google account should own your webinar sessions. A company account is better than one person's, because sessions stay with it when people leave.
• Zoom plan: check whether your Zoom plan includes Zoom Webinars or only Meetings.
• Pop-ups: Zoom and Google open in a new window. Allow pop-ups for Spacebrain.
• A second person: for the final test you'll need someone to join a meeting with you.

Where to find it

Go to Sites → Webinars, then Settings. Under Webinar settings, choose Video providers. The page is titled Webinar connections.

Connect Zoom

1. On the Zoom card, select Connect.
2. Zoom opens in a new window. Sign in to the account that should own your sessions.
3. Approve every permission Zoom asks for.
4. The window closes and the card shows Provider authorization returned. Review connection readiness below.
5. Check the connected account and what it can do. If your plan doesn't include Zoom Webinars, Spacebrain still creates Zoom Meetings.
6. Select Test connection.
7. When the card shows it can create sessions, run the launch test (see below).

Zoom readiness has two parts:

• Creating sessions: Spacebrain can create and update meetings in Zoom.
• Live event delivery: Zoom tells Spacebrain when people join and leave. You need this for attendance tracking and follow-ups.

Spacebrain can only confirm live event delivery after a real meeting happens. Start a test meeting, have a second person join and then leave, and select Test connection again. A meeting with only you in it may not be enough.

Connect Google Meet

1. On the Google Meet card, select Connect.
2. Google opens in a new window. Sign in to the Google account that should own the calendar events.
3. Approve the Calendar and Meet access Google asks for.
4. Back in Spacebrain, check for a Missing permissions: warning. If you see one, reconnect and approve everything.
5. Select Test connection, then run the launch test.

Google Meet can sometimes create meetings before live event delivery is ready. You'll see Google Meet can create meetings, but live event delivery is not ready. Don't rely on attendance tracking until the card says Google Meet is connected and ready to create meetings and receive provider events.

Run the launch test

The launch test proves Spacebrain can create, change, and remove a session in your account.

1. Select Run launch test on the provider card.
2. Read Run the provider launch test now? Spacebrain creates, updates, and deletes a private test session. No guests are invited, but it may show briefly in your Zoom account or Google Calendar.
3. Confirm, then read the result under Latest launch test:
   • Passed: everything works, including live event delivery. You'll see Provider launch test passed, including live event delivery.
   • Partial: sessions work, but a real meeting is still needed to prove live event delivery.
   • Failed: something needs fixing. Read the message on the card.

If you see Automatic cleanup failed. Remove provider resource manually., delete the test meeting in Zoom or Google Calendar yourself.

After the test passes, do a private rehearsal webinar with one organizer and one attendee. Check registration, reminders, the join link, attendance, and follow-up.

What each status means

If something goes wrong

• Nothing opens when you select Connect. Allow pop-ups for Spacebrain, then try again.
• Connection was cancelled. No provider access was granted. You closed the window or declined. Select Connect again.
• Wrong account connected. Disconnect, sign out of that account in your browser, and connect again with the right one.
• Attendance isn't recorded. Check the status for any event-related message above.

When you contact support, include the workspace, provider, status text, and the time with time zone. Never include passwords, codes, or tokens.

Disconnect safely

Before you select Disconnect, check your upcoming webinars, scheduled sessions, reminders, and attendance automations. In Disconnect provider? Spacebrain explains that existing webinar records stay, but it can't create, update, or check sessions until you reconnect. Choose Keep connected if you're not sure.

Disconnecting doesn't delete meetings already created in Zoom or Google Calendar.

FAQ

Can I use a personal Zoom account?

You can, but sessions belong to that account. If that person leaves, you'll need to reconnect and possibly recreate sessions.

Why does it say Partial after the launch test?

Everything works except proof of live event delivery. Hold a short real meeting with a second person, then test again.

Next step

Set up your webinar: webinar setup and publishing.