Vela Support & Documentation

Complete guide to integrating and using Vela with Zoom

Last updated: November 4, 2025

Adding the App

Overview

Guide users through Vela's onboarding process and how to enable Zoom integration.

Step-by-Step Instructions

Initial Setup:

Create your Vela account at https://tryvela.ai
Complete the onboarding flow:
- Step 1: Connect your calendar(s) (Google Calendar or Microsoft 365)
- Step 2: Block off unavailable times
- Step 3: Set meeting timing preferences (duration, buffer times, scheduling window)
- Step 4: Configure location preferences
- Step 5: Mark flexible recurring events
- Step 6: Choose communication channels
- Step 7: Add general instructions (optional)
- Step 8: Select your subscription plan

Enabling Zoom Integration:

After completing onboarding, enable Zoom in your settings:

Navigate to Settings (click your profile icon in the sidebar)
Go to Location Preferences section
Under "Virtual Meeting Platforms", find the Zoom card
Click "Connect Zoom" button
You'll be redirected to Zoom's OAuth authorization page
Review and accept the requested permissions:
- Create and manage Zoom meetings on your behalf
- Generate unique meeting links
Click "Authorize" in the Zoom dialog
You'll be redirected back to Vela
Zoom is now connected! ✓

What Happens Next:

When Vela schedules meetings for you, it will automatically generate Zoom meeting links
Links are included in all calendar invites and confirmation emails
Each meeting gets a unique, secure Zoom link

Prerequisites:

Active Zoom account (free or paid)
Valid Vela subscription (Starter, Pro, or Business plan)
At least one calendar connected (Google or Microsoft)

Troubleshooting Connection Issues:

If authorization fails, ensure pop-ups are not blocked in your browser
Try clearing browser cache and cookies, then retry
If using incognito mode, ensure third-party cookies are enabled
Verify your Zoom account is active and in good standing

Using Vela with Zoom

How Vela Works with Zoom

Once Zoom is connected, Vela automatically handles meeting link generation for all your scheduled meetings.

Features:

A. Automatic Zoom Link Generation

How it works: Every meeting Vela schedules includes a unique Zoom link
Prerequisites: Zoom integration enabled in Location Preferences
Use case: You email Vela asking to schedule a meeting with John. Vela coordinates times, creates the calendar event, and includes a Zoom link automatically
What's included: Join URL, Meeting ID, password (if enabled)

B. Email-Based Scheduling

How to use: CC or forward emails to vela@tryvela.ai
Example: "Schedule a 30-minute meeting with Sarah next Tuesday afternoon"
Result: Vela proposes times, confirms with all parties, creates calendar event with Zoom link
Prerequisites: Calendar connected, Zoom enabled, valid subscription

C. SMS Scheduling (Optional)

How to enable: Go to Settings → Communication Channels → Enable SMS
How it works: Text your dedicated Vela phone number
Example: "Find time with John for coffee next week"
Result: Vela responds with time proposals and creates Zoom meeting when confirmed
Prerequisites: SMS enabled, phone number verified

D. Calendar Management

How it works: Connect multiple calendars (work, personal, client accounts)
Benefit: Vela checks all calendars to prevent double-booking
Zoom integration: Works across all connected calendars
Location: Settings → Calendar Accounts

E. Meeting Preferences

Customize: Default meeting duration, buffer times, scheduling window
Set in: Settings → Meeting Timing
Impact on Zoom: These preferences apply when Vela creates Zoom meetings

F. Rescheduling with Zoom

How to reschedule: Reply to Vela with new constraints
Example: "Need to reschedule - only available after 3pm"
Result: Vela proposes new times, updates calendar event, Zoom link remains the same
Note: Original Zoom link is preserved when possible

G. Recurring Zoom Meetings

Set preferences: Settings → Recurring Events
Mark flexibility: Indicate which recurring events you can skip or reschedule
Zoom handling: Vela respects these preferences when scheduling around recurring Zoom calls

Removing the App

How to Disconnect Zoom from Vela

Option 1: Remove from Vela Settings (Recommended)

Log in to your Vela account
Go to Settings → Location Preferences
Find the Zoom integration card
Click the "Delete" or "Disconnect" button
Confirm when prompted
Zoom is now disconnected from Vela

Option 2: Remove from Zoom App Marketplace

Log in to your Zoom account
Navigate to the Zoom App Marketplace
Click "Manage" → "Added Apps"
Locate and select "Vela"
Click "Remove" or "Uninstall"
Confirm removal when prompted

What Happens When You Disconnect Zoom:

Immediate Effects:

Vela will no longer create Zoom meetings for new scheduled events
OAuth authorization is revoked
Vela can no longer access your Zoom account

Existing Meetings:

All previously created calendar events remain intact
Existing Zoom links continue to work normally
Past meetings are not affected
Future scheduled meetings with Zoom links will still occur as planned

Alternative Meeting Options:

Vela will fall back to other enabled platforms (Google Meet, Microsoft Teams)
Or use physical locations if configured
You can reconnect Zoom at any time

Data Handling:

No Zoom meeting recordings or content are stored by Vela
OAuth tokens are immediately deleted when you disconnect
Calendar events created by Vela remain in your calendar
You maintain full control of your Zoom account

Reauthorization:

You can reconnect Zoom at any time by following the "Adding the App" steps above
No data loss - all your Vela preferences are preserved

Troubleshooting

Common Issues & Solutions

Problem: Can't connect Zoom to Vela

Solution: Ensure you have admin permissions on your Zoom account
Solution: Clear browser cache and cookies, try again in an incognito window
Solution: Verify pop-ups are enabled for tryvela.ai
Solution: Check that your organization allows third-party Zoom app integrations

Problem: Zoom links not generating automatically

Solution: Verify Zoom is connected in Settings → Location Preferences
Solution: Check that "Virtual Meeting Platform" is selected as meeting type
Solution: Re-authorize Zoom connection (disconnect and reconnect)
Solution: Ensure your Zoom account is active and not suspended

Problem: "Authorization failed" error

Solution: Try connecting from a different browser
Solution: Disable browser extensions that might block OAuth (ad blockers, privacy tools)
Solution: Ensure you're logged into the correct Zoom account
Solution: Wait 5 minutes and retry - temporary Zoom API issues may resolve

Problem: Zoom disconnected unexpectedly

Solution: Check if you changed your Zoom password (requires reauthorization)
Solution: Verify your Zoom account hasn't been suspended
Solution: Reconnect Zoom in Settings → Location Preferences

Problem: Wrong Zoom account connected

Solution: Disconnect current Zoom integration
Solution: Log out of Zoom in your browser
Solution: Log in to the correct Zoom account
Solution: Reconnect Zoom to Vela

Problem: Vela created a meeting but no Zoom link

Solution: Check that meeting type is set to "Virtual" in preferences
Solution: Verify Zoom integration is still active (Settings → Location Preferences)
Solution: If link is missing, manually reconnect Zoom and reply to Vela to regenerate

Problem: Can't authorize Zoom during onboarding

Solution: You can skip Zoom during onboarding and add it later in Settings
Solution: Complete onboarding first, then add Zoom in Location Preferences
Solution: Try desktop browser instead of mobile if experiencing issues

Contact Support

How to Get Help

Email Support (Available 24/7):

General questions: support@tryvela.ai
Technical issues: help@tryvela.ai
Security concerns: security@tryvela.ai
Privacy requests: privacy@tryvela.ai

Response Times (First Response SLA):

Critical issues (service outage, can't schedule): 1-2 hours
High priority (feature not working): 4 hours during business hours
Normal priority (questions, guidance): 12 hours
Business hours: Monday-Friday, 9am-6pm ET

What to Include in Your Support Request:

Your account email
Clear description of the issue
Steps you've already tried
Screenshots if applicable (especially for errors)
Browser and operating system version
When the issue started

Phone Support:

Available for Enterprise plan customers
Phone: +1 (248) 832-6567
Hours: Monday-Friday, 9am-6pm ET