Set Up and Use the Zoom Integration for Live Sessions

May 14, 2025

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Overview

Hapana’s Zoom integration makes it easy to live-stream virtual and digital sessions, helping you stay connected with your clients wherever they are. This step-by-step guide will walk you through creating your Zoom Pro account, linking it to your Hapana business profile, and enabling Zoom meetings for your scheduled sessions.

Important: Please include a liability disclaimer at the beginning of each Zoom session. Your standard waiver may not cover clients working out from home. Consult your legal team for guidance.

Quick Links:

Prerequisites

A Zoom Pro account (one per location)
An active Hapana business subscription
Admin or Owner access to your Hapana facility profile

Go to https://zoom.us
Sign up using your work email address
Skip the "Invite Colleagues" screen
You now have a Basic Zoom account
Click My Account in the top-right menu
Navigate to Plans & Pricing
Purchase the Zoom Pro Plan
You can also download the Zoom apps or use the browser version

Tip: Use the free plan to test live-streaming before purchasing Pro.

Step 2: Test a Live Stream

Before integrating Zoom with Hapana, do a test run.

Use a laptop, phone, or tablet with a camera
Consider a tripod and Bluetooth headset for better quality
Check Zoom’s Camera Setup Guide

Test steps:

Log in to Zoom
Click Host a Meeting > With Video On
Join with computer or device audio
Find and copy the Meeting ID
Share it with a test participant
Join the meeting from another device and test video/audio range

Tip: Place your device near your music source if streaming a fitness class.

Step 3: Connect Zoom to Your Hapana Profile

Log in at core.hapana.com
Click your business name in the top-right
Go to Account Settings
Click the Integrations tab
Find Zoom and click Install
Authorize Hapana to access Zoom (you'll be redirected to Zoom login)
Click Authorize in the popup
Return to Hapana, click Connected, choose a Zoom user, and click Save

Note: Each CORE location needs its own Zoom Pro account.

Step 4: Enable Zoom for Virtual Sessions

In Schedule, click the cog wheel (Schedule Settings) > List View
For each session, check the Zoom Enabled box
Choose:
- New Zoom Meeting (auto-generated by Hapana)
- Existing Zoom Join URL (manually created meetings)

Note: Editing, canceling, or deleting a session will disconnect the Zoom link. You’ll need to re-enable it.

Step 5: Start a Scheduled Live Stream

Instructors log into Hapana
Go to Schedule > List View or Trainer View
Click Start Zoom next to the session

Tip: Encourage instructors to review Zoom host controls

Key host controls:

Mute/Unmute
Start/Stop Video
Share Screen
Participants
Chat

Tip: Share your computer’s sound using this guide

Step 6: How Clients Join Zoom from the App

Clients log into your facility app
Go to My Bookings and select a session
Tap Join Live (available 30 minutes before start)

If Zoom is installed, the app launches automatically
If not, they’ll be prompted to download it

Clients can also log in via hapana.com, go to Session Listings, and join Zoom from there.

Troubleshooting

Installation Issues

Make sure you're logged into both Hapana and Zoom
If errors occur, repeat the steps from the beginning
Still stuck? Contact [email protected]

Usage Issues

Confirm the session is Zoom Enabled
Ensure you're using the correct Zoom account
Check for an active Zoom subscription

How to Uninstall Zoom Integration

Go to Zoom App Marketplace
Log in with your Zoom account
Navigate to Installed Apps
Find Hapana, then click Uninstall

FAQs

Q: Do I need a separate Zoom Pro account for each Hapana location?

A: Yes. Each CORE location must be linked to its own Zoom Pro account to properly manage and host live streaming sessions.

Q: What happens if I edit or cancel a Zoom-enabled session in Hapana?

A: Editing, canceling, or deleting a session will automatically disconnect the Zoom link. You'll need to re-enable Zoom for that session manually to restore the connection.

Q: Can clients join the Zoom session without downloading the Zoom app?

A: Yes, clients can join via their browser if they don’t have the Zoom app installed. However, they will be prompted to download the app for the best experience and to ensure smoother access to live sessions.

Need help? Reach out to our support team via [email protected]