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Integration Prerequisites 

Step 1: Install the Zoom integration

Configure Zoom for Other Users as an Admin

Step 2: Set up appointment reminder workflow with Zoom location


FAQs


Integration Prerequisites 

• Any User can start using Zoom Integration for Calendars

• Each User connects their own Zoom account to their Profile, and a unique link is generated with every booking on each Group Calendar(s) the user is assigned to

• Dynamic Zoom links are only available with Group Calendars. 


Please note: It is not recommended to connect different Zoom accounts to the same User across multiple sub-accounts or to use the same Zoom account across multiple users. 




Step 1: Install the Zoom integration

You can configure Zoom for your scheduled meetings in the following ways:

  • User Integrations
    • User Profile > Integrations > Zoom > Connect
    • In the dialog box, click Connect to Zoom (If not already connected)
    • Enter your Zoom login credentials, then click Sign in.
    • You'll be prompted to grant permission for Zoom to access your Zoom account. Click Allow.
    • You'll be redirected to the platform, where Zoom appears under User Profile Integrations.
  • Default Meeting Location
    • User Profile > Default Meeting Location > Zoom > Connect
    • In the dialog box, click Connect to Zoom (If not already connected)
    • Enter your Zoom login credentials, then click Sign in.
    • You'll be prompted to grant permission for Zoom to access your Zoom account. Click Allow.
    • You'll be redirected back to the platform, where Zoom appears under User Profile Integrations.
    • You can then select 'Zoom' from the dropdown and hit 'Save' to prompt a dialog ascertaining whether or not existing meeting locations across all other calendars need to default to Zoom.
  • Calendar Settings
    • Settings > Calendar Settings > User [x] > Meeting Location
    • In the dialog box, click Connect to Zoom (If not already connected)
    • Enter your Zoom login credentials, then click Sign in.
    • You'll be prompted to grant permission for Zoom to access your Zoom account. Click Allow.
    • You'll be redirected back to the platform, where Zoom appears under User Profile Integrations.
    • You can then select 'Zoom' from the dropdown to have the meetings include Zoom links with every booking.


Please note: You must be logged in as the user to do the profile setting integration options. If you are unable to find the Profile setting option within the sub account-level settings, you must edit the user's role from the agency-level Team setting to assign the user to the specific location(s). 





Configure Zoom for Other Users as an Admin

If the Zoom integration has already been installed in your account by the respective User, you can choose that as a Default Meeting Location for the User under Team Management.



Please note: Each User has to be currently log into their account to integrate Zoom. Agency admins can now use the "Login As User" Feature to complete this process for any user in the agency.




Step 2: Set up appointment reminder workflow with Zoom location

The Workflow Builder is a very powerful tool with many uses. Still, for this use case, it provides easy access to automate internal and external reminders of upcoming appointments, including the dynamic Zoom link. You can craft your own workflow combining the following triggers and actions or use one of the available templated Recipes.  


  • Click on "Add New Workflow Trigger"



  • Select "Appointment Status" as the trigger and add the following filters:
    • Event Type: Is this a one-time appointment, a recurring appointment, or would you like it to fire for either
    • Appointment Status: The calendar setting for auto-confirming appointments would ensure all appointments trigger this filter
    • In Calendar: Optional, if narrowing down specific calendars and/or specific users




  • Click on "Add your first Action."





  • The first action needed is a one-minute time delay "Wait" step to ensure the meeting location value is updated.



  • The following action steps would begin your appointment booked confirmation notifications: "Send Email/SMS" would notify the contact on their listed primary email and/or phone number. Be sure to include the custom value {{appointment.meeting_location}} in your messages to provide them with the dynamic zoom link.

    For a link to custom values/merge fields available, please CLICK HERE.



  • Optionally, you can include email, sms, and/or in-app appointment reminders to the assigned user or any external contact using the "Internal Notification" action. 


Best Practice: If sending internal notification email, use do-not-reply@agency.com or notifications@agency.com to ensure no confusion with contact initiated conversations.





  • The last step is defining the cadence of notifications using the "Event/Appointment Time" wait for action in unison with the previous Send Email/SMS and Internal Notification actions. 
    • Specify how long you would like to send the next reminder before the event. In this example, it will wait for 24 hours before the next action (send email/sms or internal notification) will fire.
    • If the wait step was set to wait for 1 day before the appointment, but the appointment was scheduled for the same day, the timing of this wait step would be considered in the past. The following options are available:
      • Move to the next step: will fire the next action and follow the workflow in a linear process
      • Move to a specific step: will move the lead to a specific action in the workflow
      • Skip all outbound communication actions until the next wait step: Will not send any email/sms and moves the lead through the workflow linearly until the next wait step.





FAQs

I don't have a Profile tab on my sidebar?

If you do not see the "Profile" tab on your sidebar, you are not a user/employee within that respective sub-account/location. Please add yourself to that sub-account as a user by clicking My Staff > + Add Employee > Add Employee > Save. 



If you want to add your agency user profile to this sub-account as an employee, please head back to your Agency View > Agency Settings > Click on the "Team" tab > search for User > Click on "User Roles" > Click "Add to Sub-account" > Select which subaccount you want to add them to.


Tip: To switch between an agency and sub-account profile, you can use the "login as feature" available for agency admins.



If your meeting date and time are the same, the Zoom meeting link generated prior continues to function as intended. 


If your meeting is canceled or deleted, the zoom meeting link will be dropped permanently unless there is another meeting for the same time slot using the same meeting link.


If your meeting is rescheduled, a new meeting link will be generated unless there is another appointment in the same time slot, in which case, the link generated prior would be re-used.


Handling Multiple Zoom Meetings at the Same Time Slot

If the Calendar Settings allow for multiple appointments per slot, then the same meeting link would be re-used across all the meetings.


Please note: Currently, a single user may only use up to 100 requests per day (UTC) to create, update, or delete meetings. This 24-hour period resets at 00:00 UTC, not the user or account’s local timezone.


Existing Zoom Events Not Reflecting in the Calendar

Currently, Zoom Integration neither pulls in events from Zoom nor uses pre-generated meeting links on meetings created directly via Zoom.


Calendar Version Support

Currently, the dynamic Zoom Integration only works with Group Calendars.


How do I integrate my Zoom account with an unassigned calendar

Unassigned booking calendars are able to use static or pre-generated Zoom meeting links by manually adding the static link to the meeting location setting under Team and Event Setup.