Apptoto’s Zoom integration allows you to create Apptoto Booking Pages that automatically create Zoom Meetings when clients book appointments with you.
Getting Started
To get started using Zoom with Apptoto, navigate to the “Settings” > “Integrations” > “Zoom” tab and click “Add Connection”.
Turning on the “Zoom Meeting” option
Once you’ve connected your Zoom account to Apptoto, you can turn on Virtual Meetings for a Booking page.
To get started, navigate to “Booking Pages” > Choose a Booking Page > Click “Edit” on the page options menu (three dots). Click on the “Appointment Types” tab, and under the “Virtual Meetings” section, toggle “Create a virtual meeting automatically when clients book” to on. Be sure to click “Save Changes”
Alternatively, if you have multiple appointment types on your Booking Page, you can edit each Appointment Type and turn on “Virtual Meetings.”
Once you’ve enabled the “Create Virtual Meeting” feature for your booking pages, Apptoto will automatically create Zoom meetings in your Zoom account whenever someone books time with you through the associated Booking Page.
Managing Multiple Zoom Accounts
If your organization has multiple Zoom accounts, you can add additional accounts on the “Settings” > “Integrations” > “Zoom” tab.
By default, Apptoto will create Zoom meetings using the “Default” Zoom connection. You can choose which Zoom connection is your default connection by clicking on the appropriate radio button here:
If you need Apptoto to create Zoom meetings using different Zoom accounts based on which calendar the appointment is booked on, then navigate to “Settings” > “Calendars.” Next, click the “Scheduling” tab and find the “Default Zoom Connection” setting. Select the Zoom account you wish to use, and click “Save.”
New Fields for Messages
By default, Apptoto will include the “Zoom Invite” information in the appointment that is created on your calendar and on the event created on your client’s calendar (note: they will need to click “Add to Calendar” when they receive the initial message after booking). However, Apptoto won’t automatically include Zoom meeting information in your reminder messages or your appointment pages. If you want to do that, you can now use the following fields:
- {{ event.join_meeting_link }}
- {{ event.join_meeting_button }} (for emails and appointment pages)
- {{ zoom_invite }} (contains all of the call-in numbers and link info)
You can also use the following fields in the Auto Message rules
- event.is_virtual_meeting
Note: the above fields work for existing events on your calendar too! So even if Zoom meetings weren’t booked through Apptoto, you can use those fields to set up Auto Messages and Appointment Pages. The “zoom_invite” field only works if the appointment was booked through Apptoto.
Managing Zoom Meetings
Zoom meetings booked through Apptoto will automatically be updated in Zoom if the start time of the appointment changes (either through Apptoto or the source calendar). For example, if a client books an appointment with you for Wednesday at 3 p.m., and then you move that appointment to 4 p.m., the Zoom meeting will be updated.
Zoom meetings will also be removed from your Zoom account if you delete an appointment.
Note: Zoom meetings will NOT be removed from your Zoom account if clients cancel the appointment, however.
Showing Zoom Info on the Appointment Page
“Appointment Pages” are what users see when they click on the special Apptoto links sent in Auto Messages. If you want to ensure that the Zoom information is included on the Appointment Page, then make sure that “Include Virtual Meeting Information” is checked on the Appointment Page settings here:
Uninstalling Zoom
Disconnect your Zoom account from Apptoto by clicking “Settings > “Virtual Meetings.” Find the connection/email you wish to disconnect. Click the “Options” button and then “Disconnect.”