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Scheduling Online Meetings with Zoom
Scheduling Online Meetings with Zoom

Automatically add a Zoom online meeting to appointments.

Jason Langenauer avatar
Written by Jason Langenauer
Updated over a week ago

TimeZest's integration with Zoom allows you to automatically have TimeZest create a Zoom meeting when a client selects a time for their appointment.

Update your email templates

If you've set up any custom email templates for your organization, you'll need to add some additional content to them so that TimeZest can include the information the client will need to join the scheduled online meeting.

In the Email Body of the email template that is sent to the client, the following variables are available to add so your clients will have access to join the Zoom meeting:

  • Online Meeting Client URL - The URL that the client should use to join the online meeting for an appointment if one has been created.

  • Online Meeting Password - The password needed to join the online meeting, if one has been created.

  • Online Meeting Type - A string indicating the type of online meeting - either "Zoom" or "Microsoft Teams".

Your technicians will also have a variable to add to any technician confirmation email so they can join the meeting:

  • Online Meeting Technician URL - The URL that the technician should use to join the online meeting for an appointment if one has been created.

TimeZest's built-in templates have already been updated, so you don't need to do anything if you're using them.

Installing the Zoom integration

To connect TimeZest with Zoom, go to the Integrations page in the TimeZest UI. Click on the Zoom integration.

Once in the Zoom integration, click on the Authenticate with Zoom button.

You'll then be taken to Zoom to authenticate the TimeZest integration.

Click Authorize, and you'll be returned to TimeZest.

Don't be concerned if all members are shown as not associated with a Zoom user account. In the background, TimeZest is querying Zoom in order to match users there with the members in TimeZest, using their email address as a matching key. After a minute or so, you can refresh the screen to see which members have been matched.

Configuring Appointment Types for Zoom

To configure TimeZest to create a Zoom online meeting for a particular appointment type, simply go to that appointment type in the Appointment Types screen, and select the Online Meetings section. Select Schedule a Zoom online meeting with this appointment, and click Save & Close. That's it.

Scheduling with Zoom

In the TimeZest pod, appointment types with Zoom online meetings will have a small camera icon next to them in the drop-down list.

TimeZest will warn you when you try to schedule an appointment which has a Zoom meeting with a member who isn't associated with a Zoom account.

Uninstallation

To remove the Zoom integration from TimeZest, do the following:

  1. Go to Integrations, and click on the Zoom integration.

  2. Click on Remove this Integration, then Yes to confirm.

  3. The Zoom integration will now be removed from TimeZest.

Alternatively, you can remove the application via the Zoom Marketplace:

  1. Login to your Zoom account and navigate to the Zoom Marketplace.

  2. Click Manage > Installed Apps, or search for the TimeZest app.

  3. Click on the TimeZest app.

  4. Click Uninstall.

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