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.

    • Recent Topics

    • Putting Watermark on Zoho Sheet

      Can this be done?

    • Validation function not preventing candidates under 18 or over 30 from submitting the web form

      Hello everyone, I’m trying to create a validation rule for the Candidate Webform in Zoho Recruit. I added a custom field called “Date of Birth”, and I want to make sure that candidates cannot submit the form unless their age is between 18 and 30 years.

    • Report to know the history of certain Tickets on Desk

      Hi there guys, As the title implies we're wondering if there's any way to get some kind of Report that allows us to check the History of various Tickets at the same time since as of today if we want to know that we have to check them 1 by 1 which is not

    • Shared Mailboxes Disappeared

      Zoho Mail users in our company haven't been able to see their Shared Mailboxes for the past few hours. I've checked with App and Web Access, but they can't access them. When I send emails to their addresses, I get no error messages. They're still visible

    • IMAP Migration from Gmail

      I have been trying to import my email from a Gmail server and keep receiving the following error. I have reduced the security, activated imap and no improvement. The link to the Google support item has not helped. Unable to connect to your account. Please

    • Advanced Usage Billing: Prepaid with Drawdown

      Picture yourself at your favourite coffee shop, Bean & Brew. You come by every morning for your usual cappuccino, and occasionally you get an extra cold brew and a muffin or two in the afternoon. Interestingly, Bean & Brew has a new idea of offering a

    • 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

    • Zoho CRM - Potentials Tab

      Hi! When I create a Deal (Potentials tab) the header looks like this: After a refresh on the page it looks like this: What should I do so that it is displayed like in the second pic without refresh? Also I have a user that as of recently, cannot see this

    • Good news! Calendar in Zoho CRM gets a face lift

      Dear Customers, We are delighted to unveil the revamped calendar UI in Zoho CRM. With a complete visual overhaul aligned with CRM for Everyone, the calendar now offers a more intuitive and flexible scheduling experience. What’s new? Distinguish activities

    • How can I bold text on Zoho Forms submit buttons?

      In the old theme builder, I could bold the text on a form's submit button. With the new theme builder, I can only change the text of the header or fields in the form, and not the button itself.

    • Zoho Commerce in multiple languages

      When will you be able to offer Zoho Commerce in more languages? We sell in multiple markets and want to be able to offer a local version of our webshop. What does the roadmap look like?

    • Outdated state in mexico

      Hello Zoho team, the drop down to add the state for customers, when they introduce their state in mexico has a city named “Distrito Federal” that name changed many years ago to “ciudad de mexico”. could you please update this so my clients can find the

    • Urgent Zoho Creator down!!!???

      Now my zoho creator faced this issue. Anyone has idea? Urgent!!!

    • Default Sorting on Related Lists

      Is it possible to set the default sorting options on the related lists. For example on the Contact Details view I have related lists for activities, emails, products cases, notes etc... currently: Activities 'created date' newest first Emails - 'created

    • Using IMAP configuration for shared email inboxes

      Our customer service team utilizes shared email boxes to allow multiple people to view and handle incoming customer requests. For example, the customer sends an email to info@xxxx.com and multiple people can view it and handle the request. How can I configure

    • The Social Wall: September 2025

      Hello everyone, As we step into the fall season, some major updates are on the horizon. Meanwhile, here are the exciting updates we rolled out this September. Approvals in iOS Managing approvals just got more seamless on mobile. With this update, the

    • Display Client Name in Zoho Creator Client Portal Dashboard

      Hello Zoho Creator Team, We hope you are doing well. Zoho Creator recently introduced the option to set a client’s display name in the Client Portal settings, which is very helpful for providing a personalized portal experience. However, there is currently

    • Introducing Detailed View for Candidates in Vendor Portal

      We’ve added a new Details sub-tab inside the Vendor Portal to help vendors easily view complete candidate information after submission. With this update, vendors can now access all candidate details, from personal information to associated job openings,

    • Zoho One Down

      Zoho Team, Checking if when the services up - currently Zoho One is down

    • Custom View of tickets created today

      How can I create a custom view that list all my ticked created in the current date? Currently, if I select the "Created Time" criteria, the "Current Time" option does not work as today. Actually, I don't know how it works this "Current Time".

    • Weekly Tips : Customize your Zoho Mail Notifications

      In a professional context, email communication remains one of the most crucial channels for staying connected and managing workflows. Keeping track of your emails, task updates, or important announcements can be overwhelming—especially if you are juggling

    • Tip of the Week - Conditional Formatting Chart

      Conditional formatting allows you to highlight your data series based on a pattern or a trend in your data. This makes it easy for you to identify when your data reaches certain values or when it deviates from the trend.  Zoho Analytics allows you to

    • How to Send Email from within a custom module (with or without an email template)

      It is possible to send an email from the Deals module. However, I can't find a way to send an email from any of our custom modules. I have tried adding an email field to the modules (even though we don't really want one or need it there). That doesn't

    • How can I track which zoho users are actively using Zoho CRM

      I have several licenses of Zoho CRM. We now need to add a new user. I could purchase a new license, but before I do, I would like to see if any of our existing users are not actively using the license assigned to them. How can I determine the activity

    • Access to Detail View From HTML Snippet

      Zoho Creator displays a detail view that slides out from the right onClick of a record in a report. Am I able to access that detail view from an html snippet, e.g. click a record in a list and display the detail view? The zc_LoadIn dialog is a bit clunky,

    • Option to Customize Career Site URL Without “/jobs/Careers”

      Dear Zoho Recruit Team, I hope you are doing well. We would like to request an enhancement to the Career Site URL structure in Zoho Recruit. In the old version of the career site, our URL was simply: 👉 https://jobs.domain.com However, after moving to

    • Billing Management: #10 Solving Common Mistakes in Billing

      Over the past few weeks, we have explored different facets of billing, from the simplicity of traditional one-time billing to the evolving landscape of subscriptions, retainers, and usage-based models. We've unpacked how billing isn't just about sending

    • 【開催間近 - 10/17】東京 ユーザー交流会 Vol.3 参加登録 受付中！(参加無料)

      ユーザーの皆さま、こんにちは。コミュニティチームの藤澤です。 10/17(金)に、東京・新橋で「東京 ユーザー交流会 Vol.3」を開催します！ ZOHOLICSよりも小規模なイベントですので、「リアル開催はちょっと緊張する…」という方も、安心してご参加いただけます✨ 当日は、初公開の事例を2つご紹介予定です！ なお、セッション映像のアーカイブ配信は予定していないため、会場にお越しいただいた方だけが、登壇者へ直接質問したり、リアルな声を聞いたりできる貴重な機会となっています。 ーーーーーーーーーーーーーーーーーーーーーーーーーーーーーーーーーーーーーーーーーー

    • Loading CSS Stylesheets into HTML Snippet

      Combining html/css into a single snippet can grow quite large for a UI that has a lot of functionality/styling. To keep things tidy, are we able to pull files into an html snippet using a <link> tag? If so, what are some best practices?

    • Notes Attachments

      Two things it would be nice to have the attachment size the same as the attachments sections and it would be nice to be able to attach links like you can in the attachments section. Thank you

    • Canvas: empty images

      Hello. If I add an image field like contact photo in a Canvas design, and the field is empty, there is an ugly placeholder in its place. This doesn't happen in the standard view. In the standard view, if the contact photo is empty, nothing appears in

    • Google enhanced conversions not working

      Hi guys, I've connected Zoho CRM through Google Ads interface with the goal to setup the enhanced conversion tracking in Google Ads. I have to Zoho related conversion goals which you can see in the images below: For the conversion goal above I've setup

    • MS Teams Meeting to Zoho CRM

      Has anyone figured out a good way to push MS Teams meeting info on a trigger of "meeting end" to Zoho CRM? We're looking for a way to take attendees of a meeting and meeting duration and push it into Zoho CRM after the meeting has ended. If I can just

    • Microsoft Teams now available as an online meeting provider

      Hello everyone, We're pleased to announce that Zoho CRM now supports Microsoft Teams as an online meeting provider—alongside the other providers already available. Admins can enable Microsoft Teams directly from the Preferences tab under the Meetings

    • Font Size 11 - Zoho CRM Email Templates

      Our company communicates with our vendors exclusively using Calibri Font Size 11, as this is the standard formatting for professional emails. Since the CRM only allows for the selection of font sizes 10 & 12, we have been unable to utilize the CRM email

    • Introducing Zoho Creator's 2025 Release Projection 2

      Hello Creators! I'm Prakash, from the Creator product management team, and today I'm delighted to unveil our next set of features as part of Release Projection 2 for 2025. With thoughtful analysis and planning, we've curated powerful new capabilities

    • Calling Function via REST API with API Key gives 401 using Zoho Developer

      Hi, I created a couple of functions using the one month trial of Enterprise edition, which I was able to call using the API Key method from Postman and from an external site. Now that my trial has expired, I have created the same functions in the Developer

    • CRM x WorkDrive: File storage for new CRM signups is now powered by WorkDrive

      Availability Editions: All DCs: All Release plan: Released for new signups in all DCs. It will be enabled for existing users in a phased manner in the upcoming months. Help documentation: Documents in Zoho CRM Manage folders in Documents tab Manage files

    • Feature Request: Tag, Search, and Report on Individual Private Comments

      Zoho Desk Team, First, I want to say that we are extensive users of Zoho Desk and it is a core part of our support operations. We rely heavily on the private comments feature for internal communication, knowledge sharing, and maintaining a clear history

    • New portal SAML authentication error: User not found

      Dears, Has anyone else been experiencing this lately? I am creating a new portal authenticated by SAML (Entra ID). I followed the same process as I did with other portals, but any new portal created after this always encounters this error. I’ve been reporting

    • Next Page