Connecting video conferencing to Acuity Scheduling

Integrate with Zoom, Google Hangouts, Join.me, or GotoMeeting to meet with your clients virtually.

Connect video conferencing to Acuity to automatically create virtual meetings for your appointments. Acuity connects directly to four video conferencing providers, and you can choose which appointment types are linked to virtual meetings. The integrations work for one-on-one appointments and group classes.

Keep in mind:

  • Acuity sets virtual meetings as the location for the appointment types you select. It's not possible for an appointment to have both a physical and virtual location. To offer the same service both in-person and virtually, create two separate appointment types.
  • New appointment types have video conferencing disabled by default. To enable video conferencing for a new appointment type you've created, return to the Integrations panel and update your settings.
  • If you're using video conferencing with a group class, a meeting link won't be generated until the first client books a spot in the class.
  • Acuity cancels virtual meetings when you cancel the corresponding appointments. Acuity won’t update virtual meetings when you edit appointment details.
  • These integrations don’t connect video conferencing to other areas of Squarespace, such as commerce or events.
  • If you reschedule an appointment, the virtual meeting link will not break, but it might update depending on what changed when you rescheduled the appointment.
  • Each of your calendars can connect to only one video conferencing integration. You can use multiple video conferencing integrations as long as they're connected to separate calendars in Acuity.

Zoom

To connect to Zoom, you need a Zoom account. Any contributor with Scheduling Administrator permissions can connect Acuity to Zoom.

Acuity can only connect to a single Zoom account, and each Zoom account can only connect to one instance of Acuity at a time.

After connecting, you can connect individual Acuity calendars to specific Zoom users within that Zoom account.

If you want clients to call into your Zoom meeting by phone, consider adding your Zoom dial-in information to your confirmation email templates.

To connect a Zoom account:

  1. In Acuity, click Integrations.
  2. Find Zoom and click Set up.
  3. Click Connect to Zoom.
  4. Enter your credentials to log into Zoom, or click SSO, Google, or Facebook to log in through those services.
  5. Click Pre-approve, then click Authorize.
  6. Choose the appointment types you want Zoom to work with, and customize your settings. You can allow clients to join before the host, use your Personal Meeting ID to create appointments instead of unique meeting IDs for each appointment, and start meetings with video disabled. 
  7. Under Zoom settings, check any option to enable it for virtual meetings.
  8. Click Save.

If you receive an error message saying that the app needs pre-approval, visit the Zoom App Marketplace and pre-approve Acuity Scheduling.

Even after Zoom is connected, new appointment types have video conferencing disabled by default. To add video conferencing to a new appointment type, return to the Integrations panel, find Zoom, and click Edit.

Clients attending a group class will receive unique Zoom links, but these links will all lead to the same Zoom meeting.

Google Hangouts Meet

The owner of the Acuity account can set up this integration, and needs a Google account to do so. Clients can use any email address to join your video meetings from a computer, but they need a Gmail email address to join your video meetings from a mobile device.

To connect to Google Hangouts Meet:

  1. Set up syncing between your Acuity calendar and your Google calendar. To learn more, visit Syncing appointments with third-party calendars.
  2. In Acuity, click Integrations.
  3. Find Google Hangouts Meet and click Set up.
  4. Select the appointment types for which you want video conferences.
  5. If more than one contributor has connected their Acuity calendar to Google, use the syncs with field to search and select which contributor’s Google account creates virtual meetings for each Acuity calendar.
  6. Click Save.

Even after Google Hangouts Meet is connected, new appointment types have video conferencing disabled by default. To add video conferencing to a new appointment type, return to the Integrations panel, find Google Hangouts Meet, and click Edit.

Join.me

This integration is available to Join.me users on the Pro and Business plans of Join.me. It isn’t available on the Lite plan.

Any contributor with View & Edit or Administrator permissions can connect Acuity to Join.me. After connecting, you can connect individual Acuity calendars to specific Join.me users.

When you use the %location% tag to include a link to the virtual meeting in your automated emails, Acuity also adds a link to the call-in details and the conference code.

To connect a Join.me account:

  1. In Acuity, click Integrations.
  2. Find Join.me, and click Set up.
  3. Enter your credentials to log into Join.me.
  4. Select the appointment types for which you want video conferences.
  5. If more than one contributor has connected to their Join.me account, decide which Join.me account creates virtual meetings for each Acuity calendar.
  6. Click Save.

Even after Join.me is connected, new appointment types have video conferencing disabled by default. To add video conferencing to a new appointment type, return to the Integrations panel, find Join.me, and click Edit.

GoToMeeting

Any contributor with View & Edit or Administrator permissions can connect Acuity to GoToMeeting. If you're setting up multiple staff members, have each staff member log in and connect this integration individually.

To connect to GoToMeeting:

  1. In Acuity, click Integrations.
  2. Find GoToMeeting, and click Set up.
  3. Enter your credentials to log into GoToMeeting.
  4. Select the appointment types for which you want video conferences.
  5. If more than one contributor has connected to their GoToMeeting account, decide which GoToMeeting account creates virtual meetings for each Acuity calendar.
  6. Click Save.

Even after GoToMeeting is connected, new appointment types have video conferencing disabled by default. To add video conferencing to a new appointment type, return to the Integrations panel, find GoToMeeting, and click Edit.

Meeting details

Include the details of your virtual meetings in automated emails to clients by adding the %location% tag to email templates.

When clients book recurring appointments, Acuity creates separate virtual meetings for each appointment. The link for the first appointment is in the initial confirmation email, and the links for each subsequent appointment are in the respective reminder emails.

If you use video conferencing for group classes, Acuity assigns all class attendees to the same virtual meeting.

If you disconnect video conferencing, then reconnect using a different account with the same provider, previously created links won't work.

Disconnect from video conferencing

To disconnect from a video conferencing integration:

  1. In Acuity, click Integrations.
  2. In the Integrations You're Using section, find the integration you want to remove and click Edit.
  3. Click Disconnect Account, then click OK to confirm.
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