Features used in this tutorial require the Professional Plan
TimeZest includes native integrations with Zoom and Microsoft Teams for online meetings.
If your team uses a different meeting platform, such as GoToMeeting, Webex, or another solution, you can still make it work smoothly by using Custom Attributes in TimeZest.
The only requirement is that each user has a fixed personal meeting URL (for example, a permanent GoToMeeting room link) that does not change.
What You’ll Learn in This Tutorial
This tutorial shows you how to embed your online meeting URL across TimeZest communications so clients always receive the correct link.
For the best experience, you’ll use both a Custom Email Template and Workflows within your Appointment Types.
Where You’ll Insert the URL
You’ll add your custom meeting URL to several key places so it appears consistently for both your team and your clients.
Client-Facing Locations
• The body of the Client Confirmation Email Template
• The body of the Client Calendar Event
• The Location field of the Client Calendar Event
Internal Visibility
• The Internal Note within your PSA ticket
Optional (if desired)
• The Technician Confirmation Email
• A Note within an Activity or To-Do
• The Scheduled User’s Office 365 Calendar Event
Create a Custom Attribute
Before proceeding, you must have the Custom Attribute set up and have entered values for it for your users.
Create a Custom Confirmation Email Template
Go to Email Settings in your TimeZest admin menu.
Click Create New Template.
Enter a descriptive Template Name for your new template.
In the Template Type, select Confirmation Email Template.
To save time, Copy the Default Confirmation Email Template as your starting point.
Setting up the Appointment Type
Apply these changes to the Appointment Types that will be used as custom online meetings. These Appointment Types must be in Workflow mode to proceed.
TIP: If you have concerns about switching your Appointment Types to Workflow mode, feel free to create a New Appointment Type, duplicating the one you would like to edit. This way you can always revert to your original if needed.
Confirmation Email Actions
Inside both the When the client schedules their appointment: and When the client reschedules their appointment triggers, update the Send an email to the client action.
Apply the email template that we created earlier.
The Calendar template edits the verbiage inside the calendar event attached to the confirmation email. Insert a line and the variable for your Custom Attribute.
Edit the Location field with the Custom Attribute variable.
To populate variable options press Shift + {. On the right side, edit the rules that apply to that section
Note Action
Add the URL inside a note within the ticket for your technician to quickly join the session. Add a new line within the Note Content, and ensure to update the rules for that line on the right side.
Rescheduling and Cancellation
If you have Rescheduling and Cancellation set up for the appointment type, ensure that you update the same sections within the When the client reschedules their appointment trigger.
What you can expect
Client Confirmation email and calendar invitation will include the link both within the body and the location field.
The user will be able to easily access the link from within an internal note located inside their ticket.
If you have any questions, please feel free to reach out by clicking on the chatbox to the right or by emailing [email protected].