Bidirectional sync between Zoho Bookings and Zoho CRM - Part 1

Bidirectional sync between Zoho Bookings and Zoho CRM - Part 1

Hey, community members!

The default integration between Zoho CRM and Zoho Bookings is unidirectional, which means that any appointments booked, rescheduled, or deleted in Zoho Bookings will be reflected in Zoho CRM. However, any modifications made to events in Zoho CRM that originated from Zoho Bookings will not be reflected back in Zoho Bookings. Hence, as we're announcing in this community post, we've made the sync bidirectional.

This community post will cover the process of configuring appointment bookings from Zoho CRM in Zoho Bookings, as well as managing appointment statuses such as Canceled, No Show and Completed. We have addressed the rescheduling action in a separate post. To view it, please click on the following link: Reschedule Action

This community post will be beneficial for active Zoho CRM users who handle all their meetings within Zoho CRM. Additionally, you can use this community post as a reference to explore various automation possibilities tailored to your business requirements. For instance, with this post's guidance, when you update a booking's status field to "Completed" in Zoho CRM, it will automatically sync with Zoho Bookings and trigger an automated "Mark as completed" email to customers. This enhancement will improve your Zoho Bookings and Zoho CRM synchronization experience, making appointment management easier.

Prerequisites of bidirectional sync: 
  • Zoho Bookings Premium subscription
  • Zoho CRM paid subscription
  • Enable Zoho CRM integration within Zoho Bookings
The purpose of enabling the Zoho CRM integration within Zoho Bookings is to transfer booking details from Zoho Bookings to Zoho CRM. In this configuration, the mandatory field is the Booking ID, which is passed from Zoho Bookings to Zoho CRM through the integration. Whenever an appointment is booked, customer details will be sent to the designated CRM module, and a corresponding record will be created in the Meetings module within Zoho CRM, which will help in automating the workflow.

Here's the complete demo video that covers all the configurations discussed in the community post below:

Timestamps for your reference: 

0:35 - Purpose of this community post
1:26 - Zoho CRM plugin installation
4:43 - Custom field creation
7:20 - Function creation
9:22 - Connection creation
10:24 - Configuring arguments 
11:06 - Workflow creation
13:33 - Argument mapping
14:41 - Output verification
17:41 - Conclusion



How we're approaching this bidirectional sync

1. Booking an appointment from Zoho CRM

Install the Zoho Bookings for Zoho CRM plugin within your Zoho CRM application. This plugin enables the creation of a "New Appointment" button within the Zoho CRM Leads and Contacts module, which enables you to select the desired booking page you wish to open. You can choose from various workspace, service, or staff booking pages. After configuration, you can initiate the process of scheduling bookings directly from within your Zoho CRM account. 
2. Booking status: Completed or No Show

To update a booking's status (Completed or No Show), we've added a new picklist properties field named "Booking Status" in the Meetings module and configured it with two options: "completed" and "no show". Depending on the booking status chosen, the corresponding booking in Zoho Bookings will be updated.
  • Details on how to add a custom field to the Meetings module : Customizing modules

  • Here's a video that demonstrates how to add a field to a module in Zoho CRM: Adding fields
Reference:




3. Booking status: Canceled 

Whenever a meeting is deleted from the Meetings module, the corresponding booking in the Zoho Bookings app will also be canceled automatically. The meeting can be deleted either from the Meetings module or directly from the calendar.





To enable bidirectional sync between Zoho CRM and Zoho Bookings

Complete these steps in Zoho CRM.

Step 1: Creating connections

You first need to establish a connection between Zoho CRM and Zoho Bookings. Zoho Bookings is listed as one of the default connections in Zoho CRM, making it simple to set up. Select the Zoho Bookings connection, define the connection name and scope, and you'll be all set. This connection will enable you to link both applications and facilitate the seamless transfer of data. 
Read here for more details on how to create connection in Zoho CRM: Connections

Step 2: Creating functions

In this context, we'll be creating three functions: one for marking appointments as completed, another for canceling appointments, a third for marking appointments as no shows, and a fourth for rescheduling appointments. For each function, we must also configure arguments, which pass values or data into a function when making a call. Here, we'll pass the booking ID to the function as an argument to update the necessary booking status.

i. To create a function for marking appointments as completed:
 
     1. Go to Setup > Developer Space > Functions.
     2. In the Functions page, click + Create New Function.

     3. Configure the function name, display name, and description.
     4. Set the category as automation.

More details:  Functions

This opens the Deluge script page.

     5. Next, configure the function's arguments:
          A. Click on Edit Arguments on the Deluge script page.

          B. Set the Parameter Name as bookingID. (Please note that the "bookingID" value is case sensitive and must match 
               the term used in the code).
          C. Set the type as string.

Reference:


Please configure the below code in the Deluge script page. 

Code link: Completed



By completing these steps, we've configured a function that will mark appointments as completed.

ii. To create a function for marking appointments as no shows

      1. Go to Setup > Developer Space > Functions.
      2. In the Functions page, click + Create New Function.

      3. Configure the function name, display name, and description.
      4. Set the category as automation.

More details:  Functions

This opens the Deluge script page.

      5. Next, configure the function's arguments:
           A. Click on Edit Arguments on the Deluge script page.

           B. Set the Parameter Name as bookingID. (Please note that the "bookingID" value is case sensitive and must match
                the term used in the code).
           C. Set the type as string. 

Reference:


Please configure the below code on the Deluge script page.

Code link: No show



By completing these steps, we've configured a function that marks appointments as no shows.

iii. To create a function for marking appointments as canceled

      1. Go to Setup > Developer Space > Functions.
      2. In the Functions page, click + Create New Function.

      3. Configure the function name, display name, and description.
      4. Set the category as automation.

More details:  Functions

This opens the Deluge script page.

      5. Next, configure the function's arguments:
            A. Click on Edit Arguments on the Deluge script page.

            B. Set the Parameter Name as bookingID. (Please note that the "bookingID" value is case sensitive and must match
                 the term used in the code).
            C. Set the type as string. 

Reference



Please configure the below code on the Deluge script page.

Code link: Cancel appointment 



By completing these steps, we've configured a function that marks appointments as canceled.

Code explanation

Below is an explanation of the code that covers all the configurations present in the three functions mentioned above (cancel, mark as completed, and mark as no show).

Line 1: Based on the Zoho Bookings account's data center, we're setting up the API endpoint URL configuration. 
Lines 2 - 4: To update appointments, we utilize the Zoho Bookings API. Within the update appointment API, there are two mandatory fields that need to be included: BookingID and action (completed/cancel/noshow). 

Lines 5 - 10: We use the invokeURL task for API calls. To learn more about the invokeURL task, please refer to the following document: InvokeURL task for API calls

Now, let's proceed and learn about the process of creating a workflow and linking the established functions to it. This will enable us to automate the entire appointment status updating process.


Step 3: Creating a workflow

Workflow rules are sets of actions (email notifications, tasks and field updates) that are executed when specified conditions are met. Here, we'll generate workflow rules for each action to activate the respective function, thereby automating the appointment status updating process.

More details: Workflow overview

i. Creating a workflow for "canceling" appointments in Zoho Bookings when a meeting is deleted in Zoho CRM

Part 1: Creating the rule

      1. Go to Setup > Automation > Workflow Rules.
      2. In the Workflow Rules page, click Create Rule.

      3. Select "Meetings" under Module and configure rule name and description as required.

More details: Create Rule

Reference: 


Part 2: Specifying the rule trigger

More details: Specify rule triggers

      1. Select Record Action > Delete > Done to execute the rule when meetings are deleted.

      2. Configure condition > All Meetings.

      3. Instant Actions > Function.

      4. Click the New Function button.


      5. In the Configure custom function page, select the "cancel" function you created from among the functions users in your organization have created.


Part 3: Argument mapping

      1. Press # to choose an argument value.

      2. Select Meetings under Module and BookingId in the field.

      3. Click the Save and Associate button.

Reference:


Below is the final flow of the cancel booking workflow:


At the end of Part 3, we will have created a workflow that will be executed automatically when meetings are deleted in Zoho CRM. Simultaneously, the bookings associated with the meeting will also be canceled in Zoho Booking.

ii. Creating workflow for updating an appointment's status as "no show" in Zoho Bookings when the meeting's booking status is marked as no show in Zoho CRM

Part 4: Creating the rule

      1. Go to Setup > Automation > Workflow Rules.
      2. In the Workflow Rules page, click Create Rule.

      3. Select Meetings under Module and configure the rule name and description as required.

More details: Create Rule

Reference:

 
Part 5: Specifying the rule trigger

If you encounter difficulties while navigating through the steps mentioned below, please refer to Part 2 above, where we have provided step-by-step screenshots for clarification.

      1. Record Action > Edit. 

      2. Enable the Specific field(s) gets modified and configure it per the screenshot below.
          a. This is to ensure that the workflow is executed only when the booking status under the meeting module is
              updated to "No Show".

      3. Configure condition > All Meetings.
      4. Instant Actions > Function > New Function.
      5. In the Configure custom function page, select the "no show" function you created from among the functions
          users in your organization have created.

Part 6: Argument mapping:

If you encounter difficulties while navigating through the steps mentioned below, please refer to Part 3 above, where we have provided step-by-step screenshots for clarification.

      1. Press # to choose an argument value.
      2. Select Meetings under Module and configure the field as "BookingId".
      3. Click Save and Associate button.

Reference:


Below is the final flow of the "No Show" booking status workflow:


At the end of part 6, we will have created a workflow that automatically executes when the booking status field within the Zoho CRM Meetings module is updated to "No Show." This action will result in the associated bookings for that meeting also being marked as "No Show" in Zoho Bookings.

iii. Creating workflow for updating appointment status as "Completed" in Zoho Bookings when the booking status field of the meeting is marked as completed in Zoho CRM.

Part 7: Creating the rule

      1. Go to Setup > Automation > Workflow Rules.
      2. In the Workflow Rules page, click Create Rule.

      3. Select Meetings under Module and configure rule name and description as required.

Reference:



Part 8: Specifying the rule trigger

If you encounter difficulties while navigating through the steps mentioned below, please refer to Part 2 above, where we have provided step-by-step screenshots for clarification.

      1. Record Action > Edit.

      2. Enable the Specific field(s) gets modified setting and configure it per the screenshot below.
            a. This serves to ensure that the workflow is executed only when the booking status under the Meetings module is
                updated to "Completed".

      3. Configure condition > All Meetings.
      4. Instant Actions > Function > New Function.
      5. In the Configure custom function page, select the "completed" function you created from among the functions users
          in your organization have created.

Part 9: Argument mapping:

If you encounter difficulties while navigating through the steps mentioned below, please refer to Part 3 above, where we have provided step-by-step screenshots for clarification.

      1. Press # to choose an argument value.
      2. Select Meetings under Module and configure the field as "BookingId".
      3. Click Save and Associate button.

Reference:


Below is the final flow of the "Completed" booking status workflow:


At the end of part 9, we will have created a workflow that is automatically executed when the booking status field within the Zoho CRM Meetings module is updated to "Completed." As a result, the associated bookings for that meeting will also be marked as "Completed" in Zoho Bookings.

Conclusion

We've reached the end of this community post. With the integration mentioned above in place, you'll be able to book, cancel, and update the status of appointments in Zoho Bookings directly from your Zoho CRM application. This will help you effectively manage your appointments in one place. As mentioned above, we've covered the rescheduling action in a separate post, which you can access by clicking on the following link: Reschedule Action

Furthermore, we've outlined a method for automating appointment statuses in detail. You can use this document as a reference to explore the various possibilities that suit your needs.
 
If you have any questions or need assistance with your configuration, please email us at hello@zohobookings.com or support@zohobookings.com.


      Zoho Campaigns Resources


        • Desk Community Learning Series


        • Digest


        • Functions


        • Meetups


        • Kbase


        • Resources


        • Glossary


        • Desk Marketplace


        • MVP Corner


        • Word of the Day


        • Ask the Experts


          Zoho CRM Plus Resources

            Zoho Books Resources


              Zoho Subscriptions Resources

                Zoho Projects Resources


                  Zoho Sprints Resources


                    Zoho Orchestly Resources


                      Zoho Creator Resources


                        Zoho WorkDrive Resources



                          Zoho CRM Resources

                          • CRM Community Learning Series

                            CRM Community Learning Series


                          • Tips

                            Tips

                          • Functions

                            Functions

                          • Meetups

                            Meetups

                          • Kbase

                            Kbase

                          • Resources

                            Resources

                          • Digest

                            Digest

                          • CRM Marketplace

                            CRM Marketplace

                          • MVP Corner

                            MVP Corner




                            Zoho Writer Writer

                            Get Started. Write Away!

                            Writer is a powerful online word processor, designed for collaborative work.

                              Zoho CRM コンテンツ






                                ご検討中の方

                                  • Recent Topics

                                  • Validation Rule (Date)

                                    Hi There,  Can any anyone help me with the validation rule? I'm trying to fire a rule whereby the End Date cannot be before Start Date.  Any takers?  Manoj Nair

                                  • Masked Field Type with Permission-Controlled Visibility in Zoho CRM

                                    Dear Zoho CRM Team, Greetings, We would like to request a new feature that would enhance data security and access control within Zoho CRM, especially when handling sensitive internal information. Use Case: Our team occasionally needs to store sensitive

                                  • TDS Filing

                                    Is there any option for automatic 26Q and 24Q filing in Zoho books. Even Tally has this option. Why don't Zoho has this ? Is there any customisation available for this ?

                                  • How to properly setup Databridge on Linux Server?

                                    Hello guys, i am running a Linux server on which I am installing the Zoho Databridge via command line. The Zoho tutorial ( https://help.zoho.com/portal/en/kb/analytics/user-guide/import-connect-to-data/databases-and-datalakes/articles/postgresql-3-3-2021#1_How_do_I_install_Zoho_Databridge

                                  • Running Balance in Account Statement.

                                    Running balance should come by default in the accounting statements but in ZOHO we need to customize every time to get the running balance in accounting statement. I did not understand, when the bank account statement opened from Bank Menu can show the

                                  • Haven't used banking function for years and now want to reconcile and clean up my account

                                    I'm in the UK and have been using Zoho Books for my private mental health practice since 2018. Up until recently, I've entered everything manually and not reconciled any items with my bank account. Every year, I run a report for that year and use that

                                  • invalid element hsn_or_SAC

                                    Hi, I am trying to record expense in Zoho expense. when submitting I am facing this issue invalid "element hsn_or_SAC" please help me with this. Regards, Abdul Hameed M

                                  • Configuración

                                    Hola acabo de instalar Zoho CRM y quiero configurarlo correctamente. Al respecto me surgen algunas dudas tales como la diferencia entre: Cuentas, posibles Clientes y Contactos. ¿Conceptualmente que son cada uno? ¿Como se se relacionan entre ellos? Si

                                  • Plug Sample #14: Automate Invoice Queries with SalesIQ Chatbot

                                    Hi everyone! We're back with a powerful plug to make your Zobot smarter and your support faster. This time, we're solving a common friction point for finance teams by giving customers quick access to their invoices. We are going to be automating invoice

                                  • Recap - Desk Story Series

                                    In our exploration of the Wheels of Ticketing Series, we kicked things off by diving into a fundamental element of Desk Ticketing: the fields. These fields serve as the building blocks that gather essential information about tickets, customers, organisations,

                                  • Customization of Chat Transcript Emails in Zoho SalesIQ

                                    Hi Zoho SalesIQ Team, I hope you're doing well. We would like to request the ability to customize the email template that is sent to clients when they request a chat transcript from SalesIQ. Currently, when a client clicks the button to receive their

                                  • Tip of the Week #60– Reduce response time with shared inboxes!

                                    When customer messages are scattered across different platforms and team members aren't sure who's responding, delays are inevitable. Slow responses frustrate customers and create a poor experience for your brand, especially when expectations are high.

                                  • Empowered Custom Views: Cross-Module Criteria Now Supported in Zoho CRM

                                    Hello everyone, We’re excited to introduce cross-module criteria support in custom views! Custom views provide personalized perspectives on your data and that you can save for future use. You can share these views with all users or specific individuals

                                  • Hybrid project management in IT and software development services

                                    Project management models serve a wide range of audience, however the highest takers for Agile project management methodology are the IT and software services industry. The flexibility to develop and release software iteratively with continuous improvement,

                                  • Introducing Forms in Zoho Sheet

                                    We hereby bring you the power of ​forms in Zoho Sheet. ​Now, build and create your own customized forms using Zoho Sheet. Be it compiling a questionnaire or rolling out a survey, Zoho Sheet can do it all for you. Forms is an excellent feature that helps you collect information in the simplest of ways and having it in Zoho Sheet takes it a notch higher. Build Simple yet Powerful forms Building forms using Zoho Sheet is fairly simple. The exclusive 'Form' tab lets you create one quickly. Whether you

                                  • Introducing Zoho CRM for Everyone: A reimagined UI, next-gen Ask Zia, timeline view, and more

                                    Hello Everyone, Your customers may not directly observe your processes or tools, but they can perceive the gaps, missed hand-offs, and frustration that negatively impact their experience. While it is possible to achieve a great customer experience by

                                  • How to overcome Zoho Deluge's time limit?

                                    I have built a function according to the following scheme: pages = {1,2,3,4,5,6,7,8,9,10}; for each page in pages { entriesPerPage = zoho.crm.getRecords("Accounts",page,200); for each entry in entriesPerPage { … } } Unfortunately, we have too many entries

                                  • Zoho Payroll: Product Updates - June 2025

                                    This June, we’re taking a giant step forward. One that reflects what we’ve heard from you, the businesses that power economies. For our customers using the latest version of Zoho Payroll (organizations created after Dec 12, 2024) in the United States,

                                  • Issue with Missing Scope for Creating Service Report via Zoho FSM API

                                    Hello @Latha Velu , I am currently working on creating a connection to create a Service Report in Zoho FSM using the API. However, while configuring the required scopes, I noticed that the scope ZohoFSM.modules.ServiceReports.CREATE which

                                  • What's New in Zoho Inventory | January - March 2025

                                    Hello users, We are back with exciting new enhancements in Zoho Inventory to make managing your inventory smoother than ever! Check out the latest features for the first quarter of 2025. Watch out for this space for even more updates. Email Insights for

                                  • Overdue payments pending approval max

                                    I needed to validate update the email to pay for goods sold out, travel expenses and cars and vehicles for office, office supplies, properties purchase etc

                                  • How do I mass edit time entries?

                                    Since you can not filter or sort time entries by what has and has not been invoiced (you can only see the icon but not separate invoiced from non-invoiced), I would like all time to initially be entered in as un-billable and I can change to billable as I bill them. (since you can see this separation)  So my question is HOW do I mass edit this? Can it be done?

                                  • How to handle this process need using a Blueprint?

                                    See one minute screen recording: https://workdrive.zohoexternal.com/external/eb743d2f4cde414c715224fc557aaefeb84f12268f7f3859a7de821bcc4fbe15

                                  • Zoho Booking Page Footer

                                    Is there any option available to add social media, like LinkedIn, on the Zoho Booking page?

                                  • Global Sets for Multi-Select pick lists

                                    When is this feature coming to Zoho CRM? It would be very useful now we have got used to having it for the normal pick lists.

                                  • Custom SMTP is now available in Zoho Sign

                                    Hi there! Want to send Zoho Sign emails from your organization's or personal email server? Look no further! Zoho Sign has introduced custom Simple Mail Transfer Protocol (SMTP) for Enterprise users across all data centers. By enabling custom SMTP, you

                                  • Subform edits don't appear in parent record timeline?

                                    Is it possible to have subform edits (like add row/delete row) appear in the Timeline for parent records? A user can edit a record, only edit the subform, and it doesn't appear in the timeline. Is there a workaround or way that we can show when a user

                                  • Allow breakdown of per diem for meals provided

                                    Would it be possible to break the per diem down into what you get for each meal. The reason for this is we want to offer per diem but if a meal is provided by a customer or sales we need to remove this from the per diem bucket for that day. We break down

                                  • Bigin iOS and macOS app update: Link email messages to pipeline records.

                                    Hello everyone! In the latest version of the Bigin iOS(v1.11.9) and macOS(1.8.9) app, we have brought in support for an option to link email to pipeline records. This helps you to view emails specific to a deal, especially when a contact is associated

                                  • Help with SEO

                                    Hi There, I have recently published a site and added some Keywords in the SEO settings. Searching Google I currently don't find my site though. When do these settings take effect? In the SEO settings there is also a section "Sitemap" I can change settings for "frequency" and "Priority" What do these settings do? Kind regards

                                  • Assessment Field in Custom View

                                    Zoho recruit finally added the ability to filter Job Applications by Assessment Answers This is a very valuable addition to the Recruit But this is currently missing from the custom view This should be added to the custom view as well

                                  • Report Level Button

                                    Currently I couldn't find a way to add a report level button I think currently we can only add buttons/actions for records, but having custom report level button would be really beneficial Usecases Click to import/sync Data from On Prem Systems Click

                                  • Create collection from start integer to end integer

                                    I want create some ticket number. Starts at 1 and end at 10. I want the result to be a string 1 - 2 - 3 - 4 - 5 - 6 - 7 - 8 - 9 - 10. Trying something like this but need the correct way write the start and end part. start = 1; end = 3; sequence = List();

                                  • Experience effortless record management in CRM For Everyone with the all-new Grid View!

                                    Hello Everyone, Hope you are well! As part of our ongoing series of feature announcements for Zoho CRM For Everyone, we’re excited to bring you another type of module view : Grid View. In addition to Kanban view, List view, Canvas view, Chart view and

                                  • Importing Subform Data is Removed in Zoho Creator 6

                                    Previously It was possible to import Data to the Subform in Creator 5 This basic and mandatory Feature was completely removed from Creator 6 with no Timeline to add support for it How are we supposed to add our data if we want to use Creator? Manually?

                                  • In the Blue Print Transition requirement received it will show 8 check field in pop up if they any one of this field then only move to next stage Ist quote

                                    In the Blue Print Transition requirement received it will show 8 check field in pop up if they any one of this field then only move to next stage Ist quote Pls help how i fix this

                                  • Smart Document Automation:: From Zoho Projects to Zoho Writer – Merge, Edit, and Share

                                    Hello Everyone, A custom function is a software code that can be used to automate a process and this allows you to automate a notification, call a webhook, or perform logic immediately after a workflow rule is triggered. This feature helps to automate

                                  • Zoho Desk - Cannot Invite or Register New User

                                    Hi who may concern, we encountered a problem that we cannot invite user or the visitor cannot register for a user at all through our help center portal, with the snapshot shown as below and the attachement. It always pops up that "Sorry, Unable to process

                                  • [ZohoDesk] Improve Status View with a new editeble kanban view

                                    A kanban view with more information about the ticket and the contact who created the ticket would be valueble. I would like to edit the fields with the ones i like to see at one glance. Like in CRM where you can edit the canvas view, i would like to edit

                                  • Knowledgeable Image Quality is very poor, any recommendations how to improve this?

                                    Hi All, We are looking at migrating our current knowledge base to Zoho so it can be kept in one location. Our current KB utilises a lot of images to try and make it easier for users and less wordy. Unfortunately, when I upload an image within an article,

                                  • Next Page