About Zoom
Zoom is the leader in modern enterprise video communications with consistently high-quality video, even in low-bandwidth environments. Zoom is easy to use and designed for video and audio conferencing and chat. Zoom users can choose to record sessions, collaborate on projects, and share and annotate screens.
This help guide will cover:
About the Zoom integration
Installation
Usage
How to create a confirmation communication template for Zoom appointments
How to create a reminder communication template for Zoom appointments
Disconnecting Zoom
Uninstallation
About the integration
The Zoom integration allows you to create Zoom Meetings for appointments and group appointments, right from your calendar. The integration allows you to automatically create Zoom Meetings when clients schedule appointments using online bookings, and send an automated confirmation SMS and email with the Zoom Meeting link, meeting ID and passcode.
Start a Zoom Meeting from the calendar and copy the invitation link to send to clients if required. Zoom Meetings created in splose instantly appear in your Zoom account.
📝 Note: Zoom Pro (or above) plan is required to use this integration. A single user may only use up to 100 requests per day (UTC) to create, update, or delete meetings. This 24-hour period resets at 00:00 UTC, not the user or account’s local timezone.
Installation
To start creating Zoom Meetings for appointments and group appointments, begin by going to Settings, then select the Integrations tab, and click Connect in the Zoom tile.
Click Authorise to provide splose with access to your Zoom account.
Once Zoom is connected, you can assign Zoom accounts to practitioners in your workspace. To do this, head to your Workspace Settings, then select the Integrations tab.
In the Zoom tile, select Settings.
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.
Usage
Create Zoom Meetings automatically
Once Zoom is connected to a practitioner account, go to Settings, then Services and 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.
Create Zoom Meetings from the calendar
You can create Zoom Meetings for appointments go to the Calendar and find existing appointments or group appointments you want to create Zoom Meetings for or create a new appointment.
Create Zoom Meetings from online bookings
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
First, go to 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.
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}
Click Save.
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
On the Appointment templates page, duplicate a reminder template, then 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.
Attach Zoom meeting templates to services
Now that appointment templates are set up for Zoom Meetings, you must attach them to your Telehealth services.
Go to Settings, then Services and click Edit for the services with Zoom Meetings enabled.
Scroll to Appointment notifications and replace the Confirmation notification and Reminder with the new templates created.
Click Save.
Disconnect Zoom
Go to Workspace Settings, select the Integrations tab, then click Disconnect in the Zoom tile.
Uninstallation
To uninstall Zoom, complete the following steps:
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.