Zoom integration for online classes and PT
MyGymDesk connects your own Zoom account and creates the meeting for any class or PT session you mark as Online. Connect once through Zoom’s consent screen — no API keys to copy. Booked members get a Join button that opens 15 minutes before the session.
What you can do with it
Meeting links created automatically for online sessions
Mark a class or PT session as Online and MyGymDesk creates the Zoom meeting in your own account within a few minutes. Nobody copies a link into a booking by hand, and no session goes out without one.
One link for a recurring class series
A recurring online class is created as a recurring Zoom meeting, so the same link works for every occurrence. Zoom caps a recurrence at 50 occurrences, so a longer series is split automatically into consecutive blocks — members always see the right link for the session they booked.
Members join from the app, not from an email hunt
Booked members get a Join button on their bookings, classes list and dashboard. It shows a countdown and becomes active 15 minutes before the start time, then opens the meeting. Only members booked into that session can see the link.
Reschedules and cancellations stay in sync
Move an online session and MyGymDesk updates the Zoom meeting to match. Cancel a session or a whole series and it deletes the meeting or occurrence, so nothing stale is left behind in your Zoom account.
Bring your own link if you use another tool
Prefer Google Meet or Teams, or not ready to connect Zoom? Paste your own meeting link on a session and MyGymDesk shows it to booked members.
Trainers start the meeting from MyGymDesk
The assigned trainer (or the owner, or a manager with the “Start online sessions” permission) gets a Start Zoom button on the session from 15 minutes before it begins. It fetches a fresh host link from Zoom at that moment and opens it, so the trainer hosts without hunting through the Zoom app — and the link itself is never stored.
How to set it up
- 1Sign in as the gym owner. Staff accounts cannot connect or disconnect Zoom.
- 2Open Settings → Integrations → the ‘Zoom’ tab.
- 3Click ‘Connect Zoom’. You’re taken to Zoom’s own consent screen to sign in and review what MyGymDesk is asking for — your basic profile, and permission to create, read, update and delete meetings. Nothing about recordings, chat or participants is requested.
- 4Click Allow. Zoom returns you to MyGymDesk and the card shows the connected account’s email address and account type.
- 5Create or edit a class or session and set Delivery mode to Online — or, for personal training, set Session mode to Online when assigning a package or booking a session. Save, and the meeting is created in the background.
- 6When the session is due, the assigned trainer opens it in MyGymDesk and clicks Start Zoom (the button turns on 15 minutes before the start). Zoom opens as host. Owners and managers with the “Start online sessions” permission can start any online session.
- 7To remove the integration later, click Disconnect on the same card and choose whether to also delete the future meetings MyGymDesk created. You can equally remove it from the Zoom App Marketplace under Manage → Added Apps; either way MyGymDesk stops creating meetings and deletes the tokens it stored.
Important notes
- Meetings are created when you schedule the session, not when it starts. A background job picks up the change every five minutes, so the link normally exists within a few minutes of saving. Nothing is created while Zoom is disconnected or the plan no longer includes Online Sessions.
- A recurring online class gets one recurring Zoom meeting, and extending the series extends that same meeting rather than making another. Zoom caps a recurrence at 50 occurrences, so a longer series is split into consecutive blocks, each with its own link. The cap counts occurrences of the weekly pattern rather than classes actually on the calendar, so a series with skipped weeks can split before it reaches 50 sessions. Members always get the link for the date they booked.
- Personal training gets one meeting per session. PT meetings open with a waiting room; group classes admit members directly.
- Members see a Join button with a countdown that becomes active exactly 15 minutes before the start time and stops at the end time. The meeting and its link exist from the moment they are created — the 15 minutes governs when the member is handed the link, not when it is made.
- Trainers start the session as host from their own schedule. The host link is fetched from Zoom at the moment they click, and is never stored, never logged and never shown to a member. The assigned trainer, the gym owner, and staff holding the “Start Online Sessions as Host” permission can start a session; the button opens at the same 15-minute mark members see.
- Rescheduling updates the existing meeting, so a link you have already sent keeps working and reminders that went out earlier are unaffected.
- Cancelling one session removes that occurrence from the Zoom meeting. Cancelling the last remaining online session in a series removes the meeting itself.
- A Zoom Basic account ends meetings with three or more participants after 40 minutes. MyGymDesk warns you when an online class is scheduled for longer, but never blocks it, and one-to-one PT is not affected.
- One Zoom account hosts one meeting at a time, so MyGymDesk warns when two online sessions overlap on the same day. It is a warning rather than a block, and back-to-back sessions do not count as an overlap.
- When you disconnect, you choose whether to also delete the future meetings MyGymDesk created — the default is to keep them, because they live in your own Zoom account and you can still host them. Your stored Zoom tokens are deleted either way. If Zoom refuses to delete one, it stays in your account and MyGymDesk tells you how many.
Frequently asked questions
How do I remove the Zoom integration?
What data does MyGymDesk store from Zoom?
Do I need a paid Zoom account?
How does a trainer start the session?
Can members see the link before the class?
Related pages
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