Integrate Zoho Bookings with Microsoft Teams - Zoho Bookings Help

Integrate Zoho Bookings with Microsoft Teams

AlertThis page is applicable for Bookings 2.0 version only. To view the equivalent Bookings 1.0 version, please check this page. 

1. In a nutshell

Zoho Bookings allows you to integrate seamlessly with Microsoft Teams and conduct online meetings for your appointments. 


2. Feature availability

  • Super admins and admins can set up the integration. 
  • Other users should connect their Outlook business calendar in-order to utilize this integration.


3. Overview

An online platform to conduct virtual meetings for seamless communication and collaboration. Connecting Zoho Bookings with Microsoft Teams lets you meet your clients online. 

Key benefits of this integration

  • Creates a meeting link when an appointment is scheduled
  • Sends the link to customers and users in the email notifications
  • Adds the meeting details in the appointment summary


4. Steps to integrate Microsoft Teams

Prerequisite

  • This integration requires that you have a Microsoft 365/ Office 365 Business account.


4.1 Connect Microsoft Teams 

To integrate Microsoft Teams, you need to connect your Office 365/Outlook calendar and choose a calendar to create a meeting link. 

  1. Click the Admin Center icon  in the top-right corner of Bookings. Select Video Conferencing under Integrations. 
  2. Click the Microsoft Teams card, then click Connect. 


  3. Click Configure Calendar. You'll be redirected to the Calendar integration page.
  4. Click Connect in the Office 365 Calendar. You will be redirected to Microsoft's login page. You can sign in or sign up. 
  5. Read through the permissions and click Continue. 
  6. Choose the required calendars if availability needs to be checked in the Check for conflicts with pop-up.
  7. Choose a Teams calendar under Add Bookings to section of calendar integration page. This calendar will be used for creating a meeting invite. 

    Your Zoho Bookings and Microsoft Teams account will be connected.


4.2 Choose meeting mode in event types

For event types that require to meet through Microsoft Teams, you need to select Microsoft Teams as meeting mode.  

  1. Switch to the required workspace by clicking the workspace name under the Bookings icon on top left.
  2. Click Event Types in the left sidebar, then select the required event type. 

  3. In the Event Type Details tab, select Online under Meeting mode and choose Microsoft Teams in the next dropdown.   

    Perform the above steps for all the required event types. Alternatively, you can also set the meeting mode while creating a new event type.


4.3 Users should connect their Office 365 Calendar

Info
This step has to be performed by Bookings users individually. 

All users assigned to the event types that use Microsoft Teams must add their Office 365 Calendar to Zoho Bookings. If Office 365 Calendar is integrated, it will automatically link their Microsoft Teams.
Users need to:

  • Add their Office 365 Calendar under Calendar Integrations 
  • Choose a calendar in the MS Team Calendar Setup pop-up under Calendar Accounts. This calendar will be used for creating meeting invites.


5. What to expect after integration 

After the integration, each time an appointment is booked for the selected event types, a Microsoft Teams link will be automatically generated. Bookings users can access the meeting link in the Appointment Summary, as well as in the email notification(if configured). 

Customers can get this link in the email notification (if configured) and in the booking confirmation page. 


Meeting link in email notification 

Email notifications that are sent to users and customers have a variable %meeting_info% included by default. This adds the meeting link to the email. If you've removed it before while customizing, you can add it by clicking the Insert Variables in the message editor under Notification Settings.
Because Microsoft Teams only has a join link, only Meeting info and Meeting Joinlink variables return a value in this case.

6. Disconnect the integration

If Microsoft Teams is not required for the online meetings, you can remove the integration. On disconnecting, meeting links will not be generated for appointments booked. However, links created prior to disabling will continue to work. 

To disable:

  1. Click the Admin Center icon  in the top-right corner of Bookings. Select Video Conferencing under Integrations. 
  2. Click the Microsoft Teams card and then click the Options icon at the top-right corner, Select Disconnect. This disconnects the Microsoft Teams integration.


7. How do I change the calendar that creates Microsoft Teams meetings?  

  1. Navigate to Integrations, then click Calendars.
  2. Under the Calendar Accounts section, select the three dotted icon in the required Outlook Calendar card, and click MS Teams Calendar.
  3. In the pop-up window, select the required calendar.


8. Troubleshooting

Why was the meeting link not generated even after integrating Microsoft Teams?

This could be due to any of the below reasons. 

  • Microsoft Teams is not integrated correctly.
    Solution: Please check if you have added Office 365/Outlook Calendar under Calendar integrations and changed the settings such that it will create events for every appointment.
  • The event type is not mapped.
    Solution: Select Microsoft Teams as Meeting Mode in the required event type.
  • The assigned users have not added their Outlook Calendar account.
    Solution: All the users assigned for the event type that uses Microsoft Teams should add their Outlook Calendar and add appointments to it.    


Why do I get a red visual cue/indicator?

The red indicator is shown to indicate that some action has to be taken. Please check whether you have

  • Added Outlook Calendar under the Calendar Accounts section
  • Added your appointments to Outlook Calendar under the Add Bookings to section.

 

9. Points to note

  • The choice for Meeting Mode under Event Type Details is retained even when Zoom Meeting integration is disabled and enabled again.
  • The booked user can start the meeting. The participant(s) can join the meeting and start collaborating.
  • Microsoft Teams does not have a separate Microsoft Teams calendar. It uses your primary calendar, which is named Calendar, and can neither be renamed nor deleted. When you select Calendar in the Microsoft Teams setup popup in Zoho Bookings, the meeting details will appear in Teams as shown below.




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10. Related links