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Scheduling Online Meetings with Zoom

Automatically add a Zoom online meeting to appointments.

Johannah Strobaugh avatar
Written by Johannah Strobaugh
Updated this week

TimeZest + Zoom Integration

TimeZest’s integration with Zoom allows you to automatically create a Zoom meeting whenever a client books an appointment. This ensures that both your clients and your technicians have the right meeting details without extra steps.

In this article:

Updating Your Custom Email Templates

If you’re using custom email templates, you’ll need to add Zoom details so clients can join their scheduled online meeting.

  • Default templates already include online meeting join buttons, which appear automatically when an appointment type is configured with an online meeting integration.

  • If you’ve customized your templates, add the following variables to the email body:

Client Email Variables

  • Online Meeting Client URL – The client’s Zoom join link.

  • Online Meeting Password – The password required to join (if applicable).

  • Online Meeting Type – Identifies the platform, such as Zoom or Microsoft Teams.

Technician Email Variable

  • Online Meeting Technician URL – The technician’s Zoom join link.

💡 Note: TimeZest’s built-in templates are already updated. If you’re using them, no action is required.

Installing the Zoom integration

Follow these steps to connect TimeZest with Zoom:

  1. In TimeZest, go to Integrations and click Zoom.

2. Click Authenticate with Zoom.

3. You’ll be redirected to Zoom. Sign in and click Authorize.

4. You’ll be returned to TimeZest.

Don't be concerned if all users 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 enable Zoom meetings for a specific appointment type:

  1. Go to Appointment Types in TimeZest.

  2. Select the appointment type you want to configure.

  3. Open the Additional Settings section

  4. Open the Online Meetings section.

  5. Select Schedule a Zoom online meeting with this appointment.

  6. Click Save & Close.

That’s it—Zoom meetings will now be created automatically for this appointment type.

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 that has a Zoom meeting with a member who isn't associated with a Zoom account:

Removing the Zoom Integration

From TimeZest

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

  2. Click on Disconnect Integration, then Remove Integration to confirm.

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

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

  1. Log in 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.

If you have any questions, please feel free to reach out by clicking on the chatbox to the right or by emailing [email protected].

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