✨ Please note: The Zoom integration is available on the Lite plan or above.
This article covers:
Overview
This integration automatically generates a Zoom meeting link for all online events with bookings.
You can review your meeting links on Zoom here.
The link is shown on a secure page for booked attendees and is included in all booking confirmation emails.
💡 To note: Zoom IDs are not generated for past events or events with no bookings.
Setting up your Zoom integration
To set up your Zoom integration, please sign into Zoom from here or create an account here. If you have any issues installing Zoom itself, you can refer to their troubleshooting document here.
Then open the Zoom Marketplace and search for "Bookwhen", or select this link
Select Install:
Select Authorize to connect your Zoom and Bookwhen accounts. You may need to log in to your Bookwhen account on the next screen.
Your integration should now be complete and show under your Integrations:
Removing your Zoom connection
If you'd like to remove your Zoom integration:
Select Settings from the left-hand menu, then Integrations
Select View integration next to Zoom:
Then Disconnect from Zoom in the bottom right-hand corner:
Disconnecting from Zoom will stop any future links from being created, but existing ones remain.
To remove Bookwhen from Zoom, head to https://marketplace.zoom.us, select Manage, Installed Apps, and Uninstall next to Bookwhen.
💡 Disconnecting your Zoom integration will:
Remove all Zoom meetings added to your events by this integration.
Delete all meetings added to your Zoom account by Bookwhen.
This means that any Zoom meetings created by this integration will no longer work and won't be accessible to your attendees on Bookwhen.
Adding Zoom as a location
When you add Zoom as an online location for your events, the Zoom integration will create a unique link for each event with a booking.
To do this, open your settings from the left-hand menu, then Locations. From here, select the Add new location button:
Select Online event, then Zoom integration from the Online provider drop-down list:
Adding Zoom to your events
Select your entry in your scheduling list, then Edit entry:
From here, select the Location tab, Online event and Existing location:
Then select Zoom from the Select online location drop-down list (this name may vary depending on what you named the location during setup):
💡 To note: When setting up the entry, we strongly suggest keeping the Name in the Information section below 200 characters. If your title is longer than 200 characters, the system will trim the title so an ellipsis (...) will show after the limit.
How customers receive and access the Zoom meeting link
Customers receive the Zoom meeting link via their booking confirmation email. To open the meeting, they can select View online event:
Selecting the View online event button will open up the event page, including private event information.
💡 To note: It doesn't matter if you add your joining instructions to the event after customers book. Selecting View online event will always take your customers to the latest information, meaning you could add your joining instructions as late as 15/20 minutes before your online class begins.
If you're on our Standard plan and above, The system will also send your customers a reminder email (below screenshot), which you can set to go out just before your class.
✨ You can learn more about reminder emails here.
Private event information
The automatically generated Zoom meeting link will appear in the box on the right-hand side of the private event page, along with the topic, meeting ID and password:
Viewing your Online event page
You can view your online event page, including any joining instructions, from your schedule page. Select a relevant date/time, then Online event. This button will only appear if you've set your location as Zoom - online location.
Waiting room settings
In some cases, a waiting room might be enabled for meetings despite having this feature disabled in your Zoom settings on Bookwhen. If you experience this issue, you should be able to resolve this by adjusting the settings on Zoom as follows:
Log into Zoom, and from the left sidebar, select Account Management, then Account Settings and scroll down to Passcode Requirement.
From here, check the first Have a minimum password length checkbox ensure a positive number is chosen, then save these changes:
Once done, you need to re-authenticate your Zoom account within the Zoom integration on Bookwhen to sync the updated settings:
💡 To note: The above changes won't be retroactive for previously created Zoom events. However, future events should have a password, and there should be no waiting room.
Hosting concurrent Zoom meetings
To host two meetings via Zoom coinciding with different hosts, you must have an Enterprise, Business, or Education Zoom account. You can contact Zoom here to discuss your account with them.
You would then need to assign your second meeting host as an alternative host for the required meeting within Zoom directly. You can find a further explanation here.
How to start a meeting
Leaders and Account owners can start their Zoom meetings by following the same process.
To do this, open your Schedule and select the relevant entry. From here, you can either select the Zoom ID on the event:
Or select the Online event button:
Then Join Zoom Meeting:
Alternatively, you can log into the Zoom account and start the meeting from there.
✨ If you are a Leader, the Account Owner can share the Zoom details with you ahead of the call.
Important note
When an account switches to the free version, we automatically remove all of the Zoom meetings that were generated by the system.
When/if you decide to join a paid plan again, new links are automatically generated. This means that any customers who booked before the account dropped to the free plan will have expired links, and it's best to resend their confirmation emails.
For any new bookings, customers receive the new details, or they can select the View event link in the email to view the latest joining information.
💬 Any questions or feedback? There are two ways to get in touch:
For a quicker response, please contact us via live chat on our homepage or your account.
Or send us an email
Thank you! 🕺