Zoom Meetings Integration via Zapier | Help - Zoho Bookings

Zoom meetings integration via Zapier

Only Super Admins and Admins can create a zap to connect to Zoom.
Zoho Bookings allows you to offer services online by integrating with Zoom via ZapierZoom is a famous collaboration tool that helps meet people online. Zoho Bookings has partnered with Zapier to help connect to 2000+ apps and Zoom is one of them.

This integration requires
1. An account with any of Zapier's
plans with sufficient number of tasks to complete the execution.
2. An account with a suitable plan capable of catering to the video conferencing requirements.
Let us see how a Zap can be configured for the Zoom app in the following sections:
  1. Use zap from user-defined templates
  2. Configure Zap for Zoom
  3. Advanced configurations

Use zap from user-defined templates

Below are the steps to access the zap which creates a Zoom meeting whenever an appointment is booked in Zoho Bookings.

1. Click Integration on the top right corner of the menu panel, then click Others on the left side panel. Zapier integration is available under the Connections Available section.

2. Hover over Zapier and click the card.

3. The Overview tab opens up with details about the integration and its requirements. Select the Zap Templates tab or click Try out our predefined Zap templates.

          4. The Zap Templates tab opens up with a list of zaps. Click Use this Zap against the "Create Zoom Meetings for new Zoho Bookings appointments" zap.

5. You will be redirected to Zapier page where you will be asked to Log in or Sign up to use the zap.

6. Log in using your preferred sing in method. We will illustration with Google sign in. Type the username and click Next.

7. Type the password and click Next. You are now logged in to Zapier.

Configure Zap for Zoom

Authorize Zoho Bookings and Zoom Meeting

Once you are logged into Zapier, you can configure the zap. We will look at how a zap can be configured to create a Zoom meeting when an appointment is booked in Zoho Bookings. Additionally, we will see how the Zoom meeting link can be sent as an email to the customer.
  1. Click Sign in to Zoho Bookings to authorize your Zoho Bookings account (if you are not already signed in).

  2. Choose the domain of your Zoho Bookings account and click Yes, Continue.

  3. You will be directed to the Zoho Sign in page. Enter your username and click NEXT.

  4. Enter you password and click SIGN IN.

  5. Click Accept to allow the integration to access required data.

  6. Your Zoho Bookings account is now configured. Click Sign in to Zoom.

  7. Log in using your preferred sign in method. We will illustrate with Google sign in. Click Sign in with Google.

  8. Zoom requires a pre-approval before authorizing. Click Pre-approve.

  9. Once pre-approved, click Authorize.

  10. Once authorized, the zap to create a Zoom meeting every time an appointment is booked, is configured.

    The zap is pre-configured with values for the Meeting TypeTopic and When fields which will be used while creating the Zoom meeting. Learn more on basic Zoom terminologies here.

Let us now see how to send the Zoom meeting link to your customers when a meeting is created.
  1. Click the + (plus) sign below the Create Meeting in Zoom step to create a new Action (send an email).

  2. Choose "Email by Zapier" to send an outbound email once a Zoom meeting is created.

  3. Select "Send Outbound Email" as the Action Event and click CONTINUE.

  4. Choose Customer Email from the list of fields in theTo field.

  5. Similarly, you can fill out other fields that are required. To add the meeting link to the Body field, choose Join URL to be sent to the customer.

  6. The outbound email template to be sent to the customer will look like this.

  7. Click CONTINUE once you are done.

  8. A multi-step zap is configured which will create a Zoom meeting and send out the meeting link to the customer when an appointment is booked in Zoho Bookings. Make sure to turn the zap ON.

  9. When an appointment is booked, the email sent from Zapier will look like this.

Advanced Configurations

Zapier has some advanced features like customizing the sync interval, introducing filters, paths and multiple steps in a zap, branching, etc.

Paths allow you choose actions based on conditions. Say, you can choose a personalized follow-up on a qualified prospect and choose to add the others to a generalized email campaign.

Use filters to control your workflows. Say, you want to email your business contract to customers only if it has the necessary e-signatures. The workflow won't run otherwise.

Plans supporting this feature

Applicable Plans

Note: You can view all the pricing plans for Zoho Bookings here.

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