The Zoom integration lets you create Zoom Meetings for appointments and group appointments directly from splose. When a client books a Telehealth appointment, on your calendar or through online bookings, splose can automatically create the Zoom Meeting and include the link, meeting ID and passcode in their confirmation and reminder messages.
In this guide, we'll show you how to connect Zoom, assign Zoom to your practitioners, automatically create Zoom Meetings, set up confirmation and reminder templates, and disconnect or uninstall the integration.
Before you begin
Before connecting Zoom, make sure you understand the following:
Zoom Pro (or above) is required. A free Zoom plan won't support the integration or multiple practitioners.
splose connects to one Zoom account per workspace. You authorise a single Zoom account, then assign its users to practitioners. You can't connect a separate, independent Zoom account for each practitioner. To give multiple practitioners their own Zoom links, they need to be users under your connected Zoom Pro account.
There's a daily meeting limit. A single Zoom user can make up to 100 requests per day (UTC) to create, update, or delete meetings. This resets at 00:00 UTC, not your local time.
How-to
Set up the Zoom integration
Connecting Zoom is the first step. The steps below link your Zoom account to splose.
Navigate to Workspace Settings.
Under Workspace, select Integrations.
Under Zoom, select Connect.
Log in to your Zoom account and select Authorize to provide splose with access to your Zoom account.
Assign Zoom accounts to practitioners
Once Zoom is connected, you can assign Zoom accounts to practitioners in your workspace.
Navigate to Workspace Settings, then select the Integrations tab.
In the Zoom tile, select Settings.
For each practitioner, select the Zoom Account dropdown, and select the Zoom account to assign to them.
If a practitioner does not have or does not require a Zoom account to be connected, you can ignore the Zoom account for that practitioner.
Create Zoom Meetings automatically
Turn on automatic Zoom Meetings for a service so a meeting is created every time that service is booked.
Navigate to Workspace Settings.
Under Business, select Services.
Edit the services that you would like Zoom Meetings to be automatically created for.
Toggle the switch to create Zoom Meetings for new appointments scheduled.
This will create Zoom Meetings every time an appointment for this service is scheduled.
Manually create Zoom Meetings from the calendar
You can also add a Zoom Meeting to an individual appointment straight from the calendar; useful for one-off or ad-hoc sessions.
Head to the Calendar and find existing appointments or group appointments you want to create Zoom Meetings for, or create a new appointment.
In the appointment side panel, select Create Zoom meeting. This will generate a Zoom link for you to send to clients.
Create Zoom Meetings from online bookings
Online bookings use the same automatic setting, so no extra setup is needed once it's switched on.
If you have turned on the setting to create Zoom Meetings for appointments automatically, then when a client schedules an appointment online for this service type, a Zoom meeting will be automatically created.
Create a confirmation communication template for Zoom appointments
For services that have Zoom Meetings automatically created, we suggest creating a new communication template and reminder template specifically for Zoom Meetings, allowing clients to open and join Zoom Meetings using a link from your business's communication, such as an email or SMS.
Confirmations
Duplicate a confirmation template and add the Zoom details, so clients get the meeting link as soon as they book.
Head to Workspace Settings, then select the Appointment templates tab.
From here, select the Action menu (•••) for a confirmation template, then choose Duplicate.
Name the template to help identify it, such as "Zoom appointment confirmation", and then add in the Zoom placeholder codes under the Appointment dropdown in SMS.
Your SMS confirmation template will now look something like this:
Now, add the Zoom placeholder codes into the email template.
Click Save.
The following is an example of a template message, which you can copy and paste for your own use:
Dear {patient_firstName},
Your {appointment_serviceTitle} appointment with {practitioner_fullNameWithTitle} for {appointment_date} at {appointment_startTime} {businessLocation_timezone} has been confirmed.
Your Zoom meeting details:
Zoom link: {appointment_zoomMeetingLink}
Meeting ID: {appointment_zoomMeetingId}
Meeting password: {appointment_zoomMeetingPassword}
I look forward to seeing you soon over Zoom.
Regards,
{business_name}
{business_website}
If you would like to set up a reminder, proceed to the next step; otherwise, click here to learn how to attach Zoom meeting templates to services.
Reminders
Set up a matching reminder template so the Zoom link, ID and passcode also appear in appointment reminders.
Head to Workspace Settings, then select the Appointment templates tab.
From here, select the Action menu (•••) for a reminder template, then choose Duplicate.
Once this has been created, click Edit.
Give it a new name, like "Zoom appointment reminder", and add in the Zoom placeholder codes under the Appointment dropdown in SMS.
Now, add in Zoom placeholder codes for your email template.
Click Save.
Attach Zoom meeting templates to services
Now that appointment templates are set up for Zoom Meetings, you must attach them to your Telehealth services.
Navigate to Workspace Settings, then select Services.
Select the Action menu (•••) for the service with Zoom Meetings enabled, then select Edit.
Scroll to Appointment notifications and replace the Confirmation notification and Reminder with the new templates created.
Click Save.
Disconnect Zoom
Disconnecting stops splose creating new Zoom Meetings. The steps below remove the connection from your workspace.
Go to Workspace Settings, select the Integrations tab
Select Disconnect in the Zoom tile.
Uninstall the Zoom integration
Uninstalling removes splose's access from the Zoom side, separately from disconnecting in splose. Complete the following steps in your Zoom account:
Log in to your Zoom Account and navigate to the Zoom App Marketplace
Click Manage, then Installed Apps or search for the splose app.
Click the splose app.
Click Uninstall.
Frequently Asked Questions
Can I connect a separate Zoom account for each practitioner?
Can I connect a separate Zoom account for each practitioner?
No. splose connects to one Zoom account per workspace. Multiple practitioners are supported as users under that single connected Zoom Pro (or above) account, not as separate connections. Once connected, assign each practitioner's Zoom user in Workspace Settings → Integrations → Zoom → Settings.
I connected one Zoom account, and it applied to everyone. How do I fix it?
I connected one Zoom account, and it applied to everyone. How do I fix it?
That's expected; the connection is at the workspace level, not per user. You don't connect a second account. Instead, assign the correct Zoom user to each practitioner in Workspace Settings → Integrations → Zoom → Settings.