Zoom Meetings Integration | Help - Zoho Bookings

Zoom Meetings Integration

Super admins and admins can configure, view and modify the Zoom Meetings integration. Managers & staff will not have access to this information.

Zoho Bookings allows support, sales, and other customer-facing teams to offer online consultations through appointments by integrating with  Zoom Meetings. Zoom is a cloud-based video and audio collaboration software. With this integration in place, businesses can help their customers schedule online consultations with them.

This integration requires that you have a  suitable plan with Zoom Meetings to schedule a desired number of online consultations for participants.

The Flow

          

Setting up Zoom Meetings

I. Enable the integration

  1. Click Integration on the top right corner of the menu panel. Then select Video Conferencing. You will see Zoom Meetings integration listed under the Tools Available section.


  2. Hover over  Zoom Meetings and click the card.



  3. The  Overview tab opens up with details about the integration and its requirements. Click the Connect Zoom Meetings button.



  4. You will be redirected to Zoom's login page. You can sign in or sign up.
    Note:
    You can integrate any Zoom account, regardless of whether it uses the same email address as in Bookings. However, for staff members who will host online meetings, their Bookings email address must be added as users in Zoom as explained in step III. 



  5. Read through the permissions listed and click Authorize.



  6. Once you authorize Zoom Meetings, the Configure tab lists all the one-on-one services created. 


II. Choose services for meetings

You can select the required  one-on-one services to  create Zoom meetings.
  1. Click  Edit  to choose the required services.



  2. Pick the required services and click Save. The selections are retained.


    Note: When an appointment is booked for a service, say 'Remote Support', a corresponding meeting will be made available in Zoom Meetings.

  3. The Preferred Meeting Mode shows Zoom Meeting for the services chosen above. 



Enable meetings on creating services

You can enable creating a Zoom meeting while creating a one-on-one service.
  1. Add a new  one-on-one service. Choose Zoom Meetings from the Preferred Meeting Mode dropdown.
    Note: Zoom Meeting option will appear in Preferred Meeting Mode only when the integration is enabled.


III. Add users to Zoom Meeting

Let's see how to add a Zoho Bookings staff (shown below) as a user in Zoom Meetings to be able to conduct online meetings.
Note: Zoom meetings will be created only for staff added as users in Zoom.
  1. Login to Zoom Meetings.

  2. Navigate to  User Management >  Users under ADMIN. Click + Add Users.
    Note: If you own a free Zoom Meetings account, you might be required to pay in order to add users.


  3. A pop-up shows up. Enter the email address of the Zoho Bookings staff you want to add to Zoom Meetings and click Add.



  4. User is added in Zoom Meetings.
    Note: You can add users and set roles in Zoom as required.

IV. Book an appointment

Customers book an appointment with the service configured to create online meetings as a  guest user or  customer portal user.
The summary page displays the appointment details along with the meeting details.



Once an appointment is booked, the meeting will be created in Zoom against the respective Zoho Bookings user. The booked meeting appears under the  Meetings > Upcoming section in Zoom Meetings. The staff can click Start to begin the meeting.


Note: Once the appointment is booked,  email notifications can be sent to both the staff and/or the customer on booking, rescheduling and cancelation of appointments.
The support link can be included in  notification emails using  Meeting Info from the  Variables list. The variable  %meetinginfo% populates the Zoom meeting link.



Email notification for Staff



Email notification for Customer



The configured staff can  host the meeting. The participant(s) can then  join the meeting and start collaborating.

Disable the integration

If you do not want to create Zoom meetings for events in Zoho Bookings, you can disable the integration.
  1. Navigate to Integration --> Video Conferencing. Click Zoom Meetings and click the More option icon at the right top corner of the screen in the Overview section.



  2. Click  Disable Zoom Meetings. Zoom Meeting is now disabled.


    Note: Once the integration is disabled, Zoom meetings will not be created automatically. But meetings created for previous appointment triggers will be still in tact.

Plans supporting this feature

Product/Service
Applicable Plans
Zoho Bookings
Basic/Premium
Zoom Meetings
Any suitable plan

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