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Zoom integration overview

Using Zoom with Sellfire

This guide explains how to set up and use Zoom with Sellfire to streamline your sales process. You can schedule video-based demos, conduct on-the-fly (OTF) video-based meetings, and record and store audio calls for coaching and analysis.

Table of Contents

  1. Turning on and off the integration
  2. Scheduling a Zoom meeting as a Rep
  3. Editing scheduled meetings
  4. How to start a scheduled meeting
  5. Dial-in to Zoom Rep flow
  6. On-the-fly (OTF) meetings
  7. Accessing meeting recordings
  8. Manager and Enablement features
  9. FAQs

1. Turning on and off the integration

Enablement setup

  1. Navigate to Integration Settings in Sellfire.
  2. Locate the Zoom integration card and click Enable.
  3. Authenticate with your organization’s Zoom account using your credentials.
  4. Once linked, a visual indicator will appear on any Rep’s Zoom card in their profile setting to confirm that their Zoom account is active.

Note: Ensure the email address used for Zoom matches your Sellfire account email.

Rep setup

  1. Once an Enablement user authenticates into the Zoom integration from Sellfire as described above, all Rep users whose Sellfire user email addresses match an email address associated with a license in the organization's Zoom account will have access to the Zoom integration in Sellfire.
  2. Download, install, and login to the Sellfire Google Chrome extension. This allows Sellfire to copy and paste Zoom meeting details when dialing into Zoom from Sellfire.

Turning off the integration

If you no longer need the Zoom integration:

    1. Contact our Support team (support@sellfire.com) to disable the feature.
    2. Once disabled, all references to Zoom will be removed from the platform and no Rep actions are needed.

2. Scheduling a Zoom meeting as a Rep

  1. Click through the Call Disposition interface after completing a call.
  2. Schedule a demo-type event and choose Zoom as the meeting type.
  3. Fill in the meeting details (date, time, title) and click Save.
  4. A Zoom meeting link and ID will be automatically generated and included in the calendar invite.

3. Editing scheduled meetings

  1. Go to your Sellfire calendar and select the scheduled meeting.
  2. Click Edit to modify the date, time, or title.
  3. Save the changes. The updated invite will be sent to all participants.

Note: Removing Zoom from the event will delete the meeting link from the invite.

4. How to start a scheduled meeting

  1. When the event is approaching and within the timeframe configured by Enablement users in System Configuration > Lead Management > Lead Ranking, it can be started using the large Start Meeting button on the lead card that populates in the Upcoming Events section at the top of the Suggested Queue.
  2. You can also quickly access the Event Detail page by clicking on the event tile in the Dialer > My Schedule or by clicking on the lead's business name to access the Lead Detail page and then clicking on the date and time of the event in the lead card.
  3. Click the Start Meeting button. The meeting will open the modal to prompt the Rep to navigate to the Zoom meeting tab that has opened to automatically copy the Zoom dial-in details from the Phone call section of that Zoom meeting as described in section 5 below.

5. Dial-in to Zoom Rep flow

  1. Click Launch Window at the bottom of the modal that appears after you click Start Meeting. You may have to scroll down to see the Launch Window button.
  2. Once you launch the Zoom meeting from Sellfire, you will be taken to the Zoom tab.

    IMPORTANT    : Ensure that you launch the Zoom meeting from Sellfire so that the Zoom populates in a browser tab. If you launch the meeting outside of Sellfire in the Zoom app, the auto-copy paste functionality for the meeting dial in information will not function, and you will need to manually copy and paste that information into the dial pad on the current call screen as you're dialing into the Zoom meeting.
  3. On the Zoom screen, do NOT "Join with computer audio."
  4. If you are already using computer audio, click the arrow next to the microphone icon at the bottom left of the Zoom screen, leave computer audio, and then click Join Audio.
  5. Click on the "Phone call" tab. This will allow Sellfire to auto copy the dial-in information on that tab.

    IMPORTANT: You need to be logged into the Sellfire Chrome extension for the auto-copy of the dial in information to function. If you are not logged in or the Zoom meeting is started from the Zoom app (instead of from Sellfire via a browser tab), you will need to manually copy and paste the dial in details (phone number, meeting ID, passcode) into Sellfire as you're dialing into the Zoom meeting.
  6. Click back into Sellfire. The dial-in information will be automatically pasted into Sellfire, at which point you can click Join Meeting to launch the dial-in flow. You will be disconnected from your current call and dialed into the Zoom meeting from Sellfire, and the meeting ID and passcode will be automatically entered for you.

    IMPORTANT:     Once you click Join Meeting, you will be disconnected from the current call, and you will hear Sellfire automatically dialing into the Zoom meeting and entering the meeting PIN, so ensure the prospect is able to join the Zoom meeting before clicking Join Meeting.

6. On-the-fly (OTF) meetings

Starting an OTF meeting during a call

  1. While on a live call, click Create Meeting in the lower right corner at the bottom of the call result flow.
  2. Share the link via:
    • Email: The lead’s primary email will auto-fill.
    • SMS: The lead’s primary phone number will auto-fill.
    • Clipboard: Copy the link to share manually.
  3. Click Launch Meeting to open the modal and follow the dial-in process described in section 5 above.

Starting an OTF meeting from the lead card

  1. Navigate to the lead you would like to start an OTF meeting with and click the video icon in the upper right-hand corner.
  2. Choose Zoom as a video provider.
  3. Share the link using the same methods as above.
  4. Click Launch Meeting to open the modal and follow the dial-in process described in section 5 above.
  5. Proceed with the call and disposition the lead as usual.

Note: Ensure the contact's phone and email information are up to date in the lead card for seamless sharing.

7. Accessing meeting recordings

Accessing call audio recordings

Find the lead and call in any of the following ways:

  1. Navigate to System View > All Leads or My Leads (Rep users) via the left navigation bar, search for the lead's name, and click on the business name to access the Lead Detail page.
    1. In the activity section in the center of the Lead Detail page, find the call, and click the play button to the right of call duration.
  2. Navigate to the Performance Dashboard > Coaching view via the left navigation bar and find it under the applicable activity result (for example, All Holds) by clicking into that activity cell.
    1. In the drill-down table that appears, click on the business name to access the Lead Detail page, and click the play button to the right of the call duration.
  3. Navigate to the Call Library    via the left navigation bar.
    1. Locate the recording by filtering.
    2. Click the recording to listen to or download it.

Accessing call video recordings

  1. Video recordings are not accessible in Sellfire.
  2. To access, navigate to where the applicable recordings are stored in Zoom.

8. Manager and Enablement features

Listening and whispering

  1. If Reps dial-in to the Zoom meeting from Sellfire, Managers and Enablement users can monitor live calls as normal:
    • Listen: Monitor the meeting silently.
    • Whisper: Provide real-time coaching to the Rep that the other participants cannot hear.
    • Join / barge: Join the meeting so all participants can hear them.
  2. If Manager and Enablement users monitor these calls, they will not have another tile in the Zoom meeting itself, so the prospect will not be aware that they are on the call unless they barge into the call and announce themselves.

9. FAQs

Are video recordings accessible in Sellfire?

No. While the audio recordings will be accessible in Sellfire Call Report pages (if the Rep follows the Sellfire dial-in flow described above), we do not currently expect video recordings to appear in the Sellfire Call Report pages.

Do video recordings work for free Zoom accounts?

No. To have the video recording in Zoom, the connected Zoom organization must have a paid account that allows for cloud recording.

Can I join the Zoom meeting using a link?

Not if you want to join the call from Sellfire. Please join using the in-app flow to ensure that audio recordings are saved and the lead's disposition is tied to the event.
If you join directly from the Zoom link, after the call, be sure to log the call result in Sellfire by logging a non-call activity since the call data will not be captured in Sellfire.

What if a Rep doesn’t see the Zoom integration option?

Ensure your admin has enabled the integration at the organizational level and the Rep is under their organization.