OCR for Education does not provide a virtual meeting service or subscription. It connects an authorized user to the Google Workspace, Microsoft 365, or Zoom account that the institution already uses.
After the connection is approved, the connected workspace creates the meeting link. The organization or account owner remains responsible for the provider subscription, licence, administrator approval, quotas, and provider terms.
Before you begin
- The institution must already have an appropriately licensed Google Workspace, Microsoft 365, or Zoom account, and the connecting user must be authorized to give consent.
Connect a workspace and create a virtual class link
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Open Connect Apps
Select the Profile icon menu, open Settings, and select Connect Apps.
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Choose your workspace provider
Select the workspace card for Google Meet, Microsoft Teams, or Zoom Meeting. These are separate connections, so an institution can connect one provider, two providers, or all three providers.
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Give consent
The provider opens its consent screen. Sign in with the account you are allowed to use, review the permissions, and approve the connection if you want that workspace account connected with OCR.
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Open the class schedule form
Create a class schedule request. Complete the academic details and subject/faculty steps, then open the Virtual Meeting step.
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Generate one link per provider
Select a connected provider to generate its link. If multiple providers are connected, you can generate one Google Meet link, one Microsoft Teams link, and one Zoom link for the same request.
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Review and submit
The final Review step shows the schedule summary and separate provider cards. Each generated link has its own copy button. Submit the request after checking the information.
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Campus Administration publishes the schedule
Campus Administration assigns the class time, building, and classroom. When the schedule is published, the available virtual links can be included in the schedule, notification emails, and calendar invitations.
Google, Microsoft, and Zoom provide the meeting services. Your organization is responsible for provider subscriptions, licences, administrator approvals, usage limits, and the content of its virtual classes.
Google Meet, Microsoft Teams, and Zoom are separate services
Google Meet links are created through the connected Google Workspace account. Microsoft Teams links are created through the connected Microsoft 365 or Teams workspace account. Zoom links are created through the connected Zoom account. OCR does not replace any provider and does not combine their subscriptions.
If an institution connects multiple providers, the HOD can keep one link per provider on the request. The Review step displays Google Meet, Microsoft Teams, and Zoom separately so users know which workspace created each link.
What OCR does and does not do
- OCR connects the authorized workspace account, requests the permitted API operation, saves the generated join link with the schedule, and sends the link through supported schedule communications.
- OCR does not provide Google Workspace, Microsoft 365, Google Meet, Microsoft Teams, or Zoom subscriptions.
- OCR does not join, host, record, transcribe, monitor, or control the audio, video, chat, screen sharing, teaching content, or other session content of a virtual class.
- The institution or account owner pays any Google Workspace, Microsoft 365, or Zoom subscription charges and must follow the provider terms and administrator controls.
Consent, permissions, and privacy
Only connect an account that you are authorized to use for your institution. The provider consent screen explains the permissions requested. The connection is used for the scheduling operations enabled by OCR, such as creating a meeting link and returning meeting details needed for the schedule.
Students and faculty use the provider link under the applicable Google, Microsoft, or Zoom terms. They should not share a link outside the intended class or organization.
How connected workspace data is used and managed
OCR processes only the provider data needed for the connected scheduling feature. This can include Google account profile metadata, calendar resource information, event details, and attendee data; Microsoft tenant identifiers, user profile metadata, meeting metadata, join links, and schedule details; and Zoom account metadata, user identifiers, meeting IDs, passcodes where returned, join links, timings, and participant-related meeting fields. The exact data depends on the provider and the operation that the authorized user requests.
OCR uses this data only to provide the enabled integration, such as checking availability where permitted, creating, updating, cancelling, or synchronizing the requested meeting or calendar event, associating the returned meeting details with the academic schedule, and delivering the available join link in the schedule, notification email, or calendar invitation (.ics) file. OCR does not sell API-sourced personal data, use Google Workspace API data for advertising, unrelated profiling, or unrelated model training, or use any connected-provider data for purposes unrelated to the requested platform functionality.
Provider access and refresh tokens are kept in protected systems and are used only by authenticated server-side operations for the relevant institution and connected account. Provider passwords and access tokens are not placed in the browser URL. Google API data is used and transferred in accordance with the Google API Services User Data Policy, including its Limited Use requirements where applicable.
Meeting content, sharing, retention, and your controls
OCR stores the schedule-related meeting details required to operate the feature, such as a generated join link, meeting identifier, timing, and a passcode where the provider returns one. It does not join, host, record, transcribe, monitor, or control the audio, video, chat, screen sharing, teaching material, or other content of Google Meet, Microsoft Teams, or Zoom sessions. Those session services and their content remain with the relevant provider and are governed by that provider's terms and privacy policies.
API-sourced data is retained only for as long as needed for active scheduling, auditing, troubleshooting, contractual obligations, and legal compliance. OCR shares it only with the subprocessors and infrastructure providers needed to operate OCR under confidentiality and data-protection obligations; it is not shared for sale or unrelated advertising. Existing schedule records can retain links that were already generated, so disconnecting an account does not automatically remove links from published schedules.
An authorized user can disconnect a provider in Profile icon > Settings > Connect Apps, which stops new authorized API operations for that connected account except for necessary secure disconnect processing or required compliance actions. Subject to applicable law and organization controls, an organization administrator may request access, correction, export, or deletion of eligible data by contacting [email protected]. OCR may verify the requester's identity and authority and will explain any legal or contractual limits on deletion.
Custom branded portal URLs and the secure handoff
An institution may use a verified branded portal URL, such as https://portal.example.edu/connect-apps. This is an alternate address for the same institution account. It does not create a new tenant, move data to another institution, or change the ownership or integrity of the institution's academic, financial, user, or other records.
When you select Profile icon > Settings > Connect Apps from the branded portal, OCR may temporarily send your browser to the selected provider's consent page and then to OCR's canonical provider callback. This is required because Google, Microsoft, and Zoom use registered OAuth redirect URLs. OCR creates a short-lived, single-use server-side handoff tied to your institution, user, provider, and verified return portal. It is used only to restore your portal context; provider passwords and access tokens are not placed in the browser URL.
After consent, OCR validates the handoff, completes the authorization-code exchange on the server, protects the connection information for the relevant institution account, and sends you back to the verified branded portal's Connect Apps page. If the handoff is expired, invalid, or the domain is not verified, OCR rejects the connection instead of saving it.
The redirect is a routing and authorization step. It does not copy, merge, migrate, overwrite, or delete institution records, and it does not allow one institution to see another institution's data. The requested provider operation can still create or update the specific meeting or calendar object authorized by the user; that provider-side action is separate from the redirect.
If the provider asks for administrator approval
Some institutions do not allow users to approve third-party application permissions themselves. Ask the institution’s Google Workspace, Microsoft 365, or Zoom administrator to approve the application, then return to Profile icon > Settings > Connect Apps and try again.
If a link cannot be generated, check that the correct workspace is connected, the account has the required licence, consent has been granted, and the provider connection has not expired or been disconnected.
Disconnect a workspace
To stop new connection operations, open Profile icon > Settings > Connect Apps and select Disconnect for the provider. Existing schedule records may still contain links that were already generated, so review published schedules separately when an account is disconnected.
Zoom: Connect OneClickRooms
- Sign in to OCR for Education with an account permitted to use Connect Apps.
- Open Profile icon > Settings > Connect Apps.
- Find the Zoom Meeting card and select Connect.
- OCR redirects you to Zoom. Sign in to the Zoom account you want to connect if Zoom asks.
- Review the OneClickRooms permissions shown by Zoom and select Allow or Authorize.
- After Zoom redirects you back, confirm the Zoom Meeting card shows Connected.
Zoom prerequisites
- An active OCR for Education account with permission to open Connect Apps and use the class schedule workflow.
- An active Zoom account and permission to authorize applications for that account.
- If your Zoom administrator restricts Marketplace applications, ask the administrator to approve OneClickRooms before connecting.
Zoom: Use OneClickRooms with class schedules
A Department HOD can select the connected Zoom account in the Virtual Meeting step of a class schedule request. OCR asks Zoom to create a scheduled meeting for that class, then associates the returned join URL and meeting ID with the schedule request. A passcode is available only if it is included in the Zoom meeting details or join URL returned for that meeting.
After Campus Administration publishes the schedule, the Zoom join link can appear with the schedule and in its notification email and calendar invitation (.ics). This integration creates an individual scheduled meeting; it does not configure recurring Zoom meetings or access meeting attendance or session content.
Zoom: Update or reschedule a class meeting
When an allocated class schedule is moved or its time changes, OCR attempts to update the associated Zoom meeting time through Zoom, provided the connected Zoom account is still active. If Zoom rejects the update or the account is disconnected, the local class schedule remains authoritative; an administrator should review the meeting in Zoom and correct it there if needed.
Zoom: Cancel a class meeting
When a class schedule is cancelled or deleted while its Zoom connection is active, OCR attempts to delete the associated Zoom meeting and marks the local meeting record cancelled. Provider errors are logged for support review, so check the Zoom account if the meeting still appears there. Disconnecting Zoom first prevents OCR from making that provider cancellation call.
Removing OneClickRooms from the Zoom Marketplace does not delete meetings already created in the Zoom account. Delete any such meetings separately in Zoom if they should no longer be available.
Zoom: Disconnect in OCR for Education
Open Profile icon > Settings > Connect Apps and select Disconnect on the Zoom Meeting card. OCR deletes the saved Zoom connection information, including its OAuth tokens and Zoom account identifiers/profile details. Already-generated Zoom meeting links and their schedule-linked records remain associated with the classroom or exam schedules or bookings where the user saved them; disconnecting does not remove those links.
This action stops OCR from using the connection, but it does not by itself remove OneClickRooms authorization from Zoom. Follow the next section to complete removal in Zoom.
Zoom: Remove OneClickRooms from your Zoom account
- Sign in to the Zoom App Marketplace.
- Select Manage, then Added Apps.
- Find OneClickRooms and select Remove.
- Confirm removal when Zoom asks.
Zoom: What happens to data and meetings after removal
Previously generated Zoom meeting links and their schedule-linked meeting records remain attached in OCR to the classroom or exam schedules or bookings where a user saved them. Disconnecting Zoom or removing OneClickRooms does not remove those links, and emails or calendar invitations that were already sent cannot be recalled. After the connection is removed, OCR cannot use Zoom APIs to update or cancel those meetings; make those changes directly in Zoom.
The Zoom meetings themselves remain in the Zoom account unless you separately cancel or delete them there. A previously shared meeting link may continue to work until that meeting is deleted, expires, or is otherwise changed in Zoom. For privacy requests beyond the Zoom connection cleanup, see the OneClickRooms Privacy Statement.
Zoom troubleshooting
- Zoom does not connect: Confirm you selected the intended Zoom account, retry from Connect Apps, and check with your Zoom administrator if Marketplace applications require approval.
- Authorization was denied: Return to Connect Apps, select Connect, and approve the permissions shown by Zoom.
- A meeting link is not generated: Confirm Zoom shows Connected and that the account authorization is still valid. If needed, disconnect and reconnect, then retry the schedule request.
- A schedule change or cancellation did not update Zoom: Check the meeting in Zoom. OCR can synchronize or cancel it only while the connection is active and Zoom accepts the operation.
- Zoom now shows OneClickRooms as removed or disconnected: Connect again from Connect Apps if you want to use Zoom scheduling in OCR.
Zoom support
For help, email [email protected]. Include the class schedule date and institution name, but do not email passwords, access tokens, or other credentials.
Recommended next step
Test one request with the intended provider, confirm the link appears in the Review step, and publish a schedule to verify the link in the resulting notifications.