Attendance Reporting for Zoom Meetings

• Browser
• iPad

Attendance reporting for Zoom meetings is an automated process to capture attendee data from Zoom and store it in Veeva CRM, enabling admins to analyze and report on metrics for Zoom meetings.

Who can use this feature?

• Browser, iPad Users
• Available to users with Engage licenses. Users do not need to be assigned to Engage groups.
• Admin Users

Configuring Attendance Reporting for Zoom Meetings

To configure this feature:

1. Ensure Scheduling and Starting Zoom Meetings is complete.
2. Grant admins access to the Engage_Meeting_Process_Admin_vod Visualforce page.
3. Grant admins access to the Engage Meeting Process Administration tab.
4. Navigate to the Engage Meeting Process Administration tab.
5. Define and validate the Engage post-processing integration user.
6. Navigate to the Process Scheduler.
7. Ensure the Engage Reporting Process is active and running at a preferred time.
8. Grant consent to the Veeva Engage Integration Zoom app to allow attendance reporting on data from Zoom.
9. Grant Engage post-processing integration users access to the View All Data Administrative Permission.
10. Grant the Engage post-processing integration user the following permissions:

    Object	OLS	Record Type Access	Fields	FLS
    Account	R	n/a	All fields with the Email data type	Read
    Address_vod	R	n/a	All fields with the Email data type	Read
    Call2_vod	R	n/a	Account_vod Call_Datetime_vod Zoom_Remote_Meeting_vod User_vod Attendee_Type_vod	Read
    Remote_Meeting_vod	CRU	Zoom_Call_Meeting_vod	Attendee_Reconciliation_Status_vod Attendance_Report_Process_Status_vod Meeting_Outcome_Status_vod Engagement_Minutes_vod VExternal_Id_vod	Edit
    			Meeting_Id_vod RecordTypeId	Read
    Remote_Meeting_Attendee_vod	CRUD	Zoom_Call_Meeting_vod	Account_vod Attendee_Email_vod (optional) Attendee_Type_vod Device_vod (optional) External_User_Id_vod (optional) IP_Address_vod (optional) Join_Time_vod Leave_Time_vod Meeting_End_Time_vod Meeting_Start_Time_vod Name_vod Network_Type_vod (optional) RecordTypeId Remote_Meeting_vod System_Reconciled_Account_Id_vod System_Reconciled_Rule_vod System_Reconciled_User_Id_vod System_Reconciliation_Processed_Dt_vod VExternal_Id_vod	Edit
    			Meeting_Duration_vod	Read
    User	R	n/a	Email	Read

11. Ensure either the Zoom_Call_Meeting_Attendee_vod page layout or a custom page layout is assigned to the Zoom_Call_Meeting_vod record type on the Remote_Meeting_vod and Remote_Meeting_Attendee_vod objects.
12. Set None as the default picklist value for the Attendance_Report_Process_Status_vod field on the Remote_Meeting_vod object for the Zoom_Call_Meeting_vod record type.

Using Attendance Reporting for Zoom Meetings

The Engage Reporting Process retrieves Zoom attendance data and loads it into Veeva CRM, using the Zoom admin account associated with the meeting host. The Engage Reporting Process can be scheduled to run at certain intervals or performed immediately by selecting the Run button on the Engage Meeting Process Administration page.

If a different remote meeting type was previously scheduled for the call, attendance data is only pulled for Remote_Meeting_vod record Zoom_Call_Meeting_vod record type. For more on switching meeting types, see Switching Remote Meeting Types.

The following data is captured on a Remote_Meeting_vod record for each Zoom meeting started from Veeva CRM:

• Engagement_Minutes_vod - Captures the total number of minutes where the host and at least one attendee were in the meeting together
• Meeting_Outcome_Status_vod - Indicates the meeting outcome using the following values:
• Meeting_Not_Started_vod - Displays if the meeting never started
• Meeting_Not_Started_and_Attendees_Joined_vod - Displays if attendees joined the meeting but the host never started the meeting. Whether attendees can join a meeting before the host depends on the organization’s Zoom configuration.

  If waiting rooms are enabled for Zoom and an attendee joins the waiting room, but does not join the meeting, they are not counted as an attendee.

• Meeting_Without_Attendees_vod - Displays if the meeting started but no attendees joined
• Meeting_With_Attendees_vod - Displays if the meeting started and at least one external attendee joined
• Attendance_Report_Process_Status_vod - Indicates the status of the reporting process:
• Success_vod - Displays when the record is successfully processed for the last time. If more than one call references the same Remote_Meeting_vod record, this value is the last time the last call is processed.
• Retry_vod - Displays if the admin manually sets the field value to Retry_vod to re-run the attendance reporting process for the meeting. During the next attendance processing job, remote meeting and remote meeting attendee data is updated accordingly.
• Empty (no value) - The field is empty if the process was retried once, but the record is still in the two-week processing window or the record is set to a date in the future

Only one Remote_Meeting_vod record is created for each Zoom Meeting, regardless of how many times the individual meeting was started and stopped.

The following data is captured on a Remote_Meeting_Attendee_vod record for each device joining the meeting:

• Data from Zoom:
• Attendee_Type_vod - The type of attendee. Available values are:
• Host_vod - Attendee has the host role
• User_Attendee_vod - Attendee is not a host and has a Participant User ID
• External_Attendee_vod - All other attendees
• Device_vod - The device used to join the meeting. This data may or may not be provided by Zoom.
• Ip_Address_vod - The IP address of the attendee. This data may or may not be provided by Zoom.
• Join_Time_vod - Datetime when the attendee joined the meeting
• Leave_Time_vod - Datetime when the attendee left the meeting
• Meeting_Duration_vod - Number of minutes the attendee was in the meeting
• Meeting_End_Time_vod - Datetime when the meeting ended
• Meeting_Start_Time_vod - Datetime when the meeting started
• Name_vod - The name the attendee joined the meeting with
• Network_Type_vod - The network type of the attendee. This data may or may not be provided by Zoom.
• Remote_Meeting_vod - Lookup to the Remote_Meeting_vod record for the meeting joined
• VExternal_Id_vod - Unique record ID for the attendee
• Data from attendee reconciliation:
• Account_vod
• Attendee_Email_vod
• External_User_Id_vod
• System_Reconciliation_Processed_Datetime_vod
• System_Reconciled_Account_Id_vod
• System_Reconciled_Rule_vod
• System_Reconciled_User_Id_vod
• User_vod

If an attendee rejoins a meeting after leaving or being disconnected for any reason, a new Remote_Meeting_Attendee_vod record is created each time they join or rejoin the meeting.

Reviewing Attendance Reporting Process History

To monitor success and failure rates, admin users can view the process history and download logs for the last 10 Zoom attendance job runs in the Zoom Attendance Report Process History table in the Engage Meeting Process Administration page.

Related Topics

• Scheduling and Starting Zoom Meetings
• Sending Zoom Meeting Invites via Approved Email
• Reconciling Zoom Meeting Attendees with Accounts and Users