Zoom Integration for Users' Calendar Bookings
In this article:
- What Is The Zoom Integration
- Integration Prerequisites
- Install the Zoom Integration
- Selecting Zoom Integration in Calendars
- Integrating the Same Zoom Account with Multiple Users
- FAQs
- Handling Meeting Links When Meetings are Edited
- Handling Meeting Links When Meetings are Deleted
- Handling Meeting Links When Meetings are Rescheduled to a Different Time
- Handling Multiple Zoom Meetings at the Same Time Slot
- Existing Zoom Events Not Reflecting in the Calendar
- Calendar Version Support
- How Do I Integrate My Zoom Account with Simple or Event Calendar
What Is the Zoom Integration
The Zoom integration with FG Funnels allows users to have a new Zoom link created each time a calendar booking create a new Zoom link for each Round Robin and Collective Calendar booking.
This process is automatic when the meeting location in the user availability and calendar settings is set to Zoom.
For instance, if you're scheduling a meeting with a client, once you select Zoom as the meeting location FG Funnels will automatically create a new Zoom meeting and embed the unique meeting link within the calendar event. The client will receive an invitation to the meeting with the unique Zoom link. This link is for that single meeting, providing convenience and security for all parties involved.
Integration Prerequisites
• Any FG Funnels User can start using Zoom Integration for Calendars
• Each User connects their own Zoom account to their Profile, and a unique link is generated with every booking on each Group Calendar(s) the User is assigned to
• Dynamic Zoom links are only available with Round Robin and Collective Calendars.
Install the Zoom Integration
You can configure Zoom for your scheduled meetings in any of the following ways. Please note, you only have to integrate once, not all three times.
- User Integrations
Settings > User Profile > Integrations > Zoom > Connect
- In the dialog box, click Connect to Zoom (If not already connected)
- Enter your Zoom login credentials, then click Sign in.
- You'll be prompted to grant permission for Zoom to access your Zoom account. Click Allow.
You'll be redirected to the platform, where Zoom appears under User Profile Integrations.
- Default Meeting Location
Settings > User Profile > User Availability > Meeting Location > Zoom > Connect
- In the dialog box, click Connect to Zoom (If not already connected)
- Enter your Zoom login credentials, then click Sign in.
- You'll be prompted to grant permission for Zoom to access your Zoom account. Click Allow.
- You'll be redirected to the platform, where Zoom appears under User Profile Integrations.
You can then select 'Zoom' from the dropdown and hit 'Save' to prompt a dialog ascertaining whether or not existing meeting locations across all other calendars need to default to Zoom.
- Calendar Settings
Calendars > Calendar Settings > Connections> My Staff: Select Your User > Video Conferencing > Add New
- In the dialog box, click Connect to Zoom (If not already connected)
- Enter your Zoom login credentials, then click Sign in.
- You'll be prompted to grant permission for Zoom to access your Zoom account. Click Allow.
- You'll be redirected to the platform, where Zoom appears under User Profile Integrations.
- You can then select 'Zoom' from the dropdown to have the meetings include Zoom links with every booking.
Selecting Zoom Integration in Calendars
In order to use the Zoom integration in a Round Robin or Collective Booking calendar, first select the user(s) under Select team members. Then next to their name and profile image, in the meeting location dropdown select Zoom. Any appointment booked with that user in that calendar will use the Zoom link.
When using the Zoom integration, you can use the custom value {{appointment.meeting_location}} in your workflows and reminders to automatically populate the correct Zoom link.
Integrating the Same Zoom Account with Multiple Users
The Zoom integration is tied to unique User IDs in the backend of FG Funnels, not email addresses. If a Zoom account is connected to a User ID in FG Funnels, that same Zoom account can't be connected to a different User ID, so users cannot share a Zoom account within FG Funnels.
Please note: It is not recommended to connect different Zoom accounts to the same User across multiple sub-accounts or to use the same Zoom account across multiple users.
FAQs
Handling Meeting Links when Meetings are Edited
If your meeting date and time are the same, the Zoom meeting link generated prior continues to function as intended.
Handling Meeting Links when Meetings are Deleted
If your meeting is canceled or deleted, the Zoom meeting link will be dropped permanently unless the calendar allows for multiple appointments per slot and there is another appointment scheduled in that time slot.
Handling Meeting Links when Meetings are Rescheduled to a Different Time
Handling Multiple Zoom Meetings at the Same Time Slot
If the Calendar Settings allow for multiple appointments per slot, then the same meeting link would be re-used across all the meetings.
Please note: Currently, 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.
Existing Zoom Events Not Reflecting in the Calendar
Currently, Zoom Integration neither pulls in events from Zoom nor uses pre-generated meeting links on meetings created directly via Zoom.
Calendar Version Support
Currently, the dynamic Zoom Integration only works with Round Robin and Collective Calendars.
How Do I Integrate My Zoom Account with Simple or Event Calendar
Simple or event booking calendars cannot use dynamically generated Zoom links. You can use static or pre-generated Zoom meeting links by manually adding the static link to the meeting location setting under Meeting Details > Meeting Location.
