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Connect to Zoom for Online Appointments and Events

Host your online appointments and events easily by connecting your account with Zoom, a powerful platform for meetings, classes, workshops, webinars, and more.

Benefits of Zoom

  • Simple online experience: Clients receive their Zoom meeting details in the confirmation message making it simple to join with a unique meeting link.
  • Secure and compliant: Zoom provides a safe, HIPAA-compliant platform for video calls and screen sharing.
  • Effective appointment management: Keeps your appointment process organized and reduces mistakes and confusion.
Note: Each staff member needs to connect their own Zoom account. Admins can’t do this on their behalf. To simplify setup, consider upgrading to a Zoom Business Plan for single sign-on access.

Install Zoom

An admin is required to install Zoom.

To install Zoom:

  1. Open the platform.
  2. Click App Market.
  3. Click Zoom Video Meetings.
  4. Click Install App.
  5. Click Next.
  6. Click Connect.
  7. Log in to your Zoom account.
  8. Allow the platform to access authorization.

Connect Zoom as a User

Once the admin installs Zoom, you can connect your non-admin business accounts to it.

To connect Zoom as a user:

  1. Open the platform.
  2. Click Settings.
  3. Click Connect to Zoom.
  4. Click Connect.
  5. Log in to your Zoom account.
  6. Allow the platform to access authorization.

Zoom for Appointments

Each appointment has a unique meeting link, shared only with the client through their confirmation and notifications.

To use Zoom for appointments:

  1. Open the platform.
  2. Click Calendar.
  3. Click on a day that is available.
  4. Select Appointment.
  5. Choose a client.
  6. Choose a service.
  7. Enter the appointment details.
  8. Under "Location," select Zoom.
  9. Click Schedule Appointment.

Zoom for Events

Each event has a unique meeting link, shared only with registered guests in their confirmation and notifications.

To use Zoom for events:

  1. Open the platform.
  2. Click Calendar.
  3. Click on a day that is available.
  4. Select Group Event.
  5. Choose a service.
  6. Under "Location & Price," select Zoom.
  7. Click Create Event.
Note: To set a service location online, all staff offering the service must be connected to Zoom. A meeting link will be generated only after all Zoom accounts are connected.

Disconnect Zoom

To disconnect Zoom: 

  1. Open the platform.
  2. Click Settings.
  3. Click Zoom.
  4. Click Disconnect.

FAQ

Why can’t I see Zoom links for my future recurring meetings or events?

Zoom links for recurring meetings and events are available up to three months in advance.

Why do I get a message saying I can’t authorize the Zoom connection?

Some staff need approval before connecting their personal Zoom accounts. Please ask your account Admin to enable the integration. If you’re the Admin, contact support for help.

What should I do if my Zoom meeting link isn’t created or no one receives it?

If your meeting link isn’t showing up, try reconnecting your calendar or integration (like Google or HubSpot) and check your email and spam folder. Sometimes, recreating the meeting can fix it. If it keeps happening, it may help to review your Zoom account settings or contact support.

I’m the host but can’t join my Zoom meeting. What should I do?

Double-check that you’re signed in with the right Zoom account and try joining from the device you used to set up the meeting. If you see a “Waiting for host” message, review your meeting settings like Waiting Room and “Join Before Host.” If these steps don’t help, reaching out to Zoom support is a good next step.

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