Zoom

You can connect any non-free Zoom account with Acuity to automatically create virtual meetings for appointments that clients schedule through Acuity.

In this article:

Troubleshooting password problems

Recent updates by Zoom have led to some Acuity users having trouble with their Zoom links. If you encounter problems, you can resolve them by following the steps below to enable passwords for your Zoom meetings.

Once password protection is in place, the Zoom link provided by Acuity will work as a password and will open for your clients with no further steps needed. This will apply to all newly scheduled meetings. If you do need to find a password manually (such as if your clients want to enter your meeting ID, rather than following a link), there are instructions below.

Enable passwords

To enable passwords on your Zoom meetings, follow Zoom’s steps for enabling password settings for your account.

When you enable the settings:

  • Make sure that the lock icons are enabled.
  • Do not select Require a password for meetings which have already been scheduled.

These are the settings you should see:

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Find passwords

To find a Zoom password and provide it to clients who need it (such as clients who want to enter your meeting ID, rather than follow a link, or if Zoom has added passwords to already-scheduled meetings), follow Zoom’s steps for editing a password, but instead of editing the password, copy it and send it out.

How to set up the integration

Pre-approval: You can pre-approve our Zoom integration in the Zoom Marketplace.  If you get the error You can't install the app because it hasn't been pre-approved by the admin that'll clear it up!

  • Go to Business Settings > Integrations while logged in as the main admin of your Acuity account.
  • Click on Zoom.
  • Click Connect to Zoom.
  • Log in.
  • Click Allow to permit Acuity to integrate with your account.
  • You’ll be returned to Acuity
  • Select the appointment types you want Acuity to create virtual meetings for, and you're all set.

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How the integration works

Zoom recently made some changes to how they send information to Acuity, including security information like passwords. In addition to enhancing security, the changes allow Acuity to be more resilient to downtime or other errors from Zoom.

To ensure that each meeting link is accurate and secure, the %location% link may generate an Acuity link in appointment notifications and calendar invites, rather than a Zoom link. When a client clicks this link, they’ll be taken to a page that shows them the most up-to-date meeting link information from Zoom. From there, the client can join the Zoom meeting.

When clients book appointments, Acuity will create new meetings in Zoom. When appointments are rescheduled or cancelled, Acuity will update your existing meetings in Zoom. Editing the details of existing appointment does not create or update meetings in Zoom.

When a new appointment is created, Acuity will set the Zoom meeting details as the appointment location. To add the meeting details to your email notifications, head to the Business Settings > Email Settings page and add the %location% tag to your email templates. The %location% tag will send your client the meeting link and the meeting ID. You can add your preferred dial-in number(s) from https://zoom.us/zoomconference to the notifications as well.

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Once the integration is set up, all new appointments will show up in the Upcoming Meetings section of the Zoom desktop app:

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Zoom and multiple users

Only the main Acuity admin can connect their Zoom account under Business Settings > Integrations.  If the Zoom account has multiple users, the main Acuity admin can choose which Acuity calendars create meetings for which Zoom user. This is managed in the Zoom integration settings within Acuity.

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In order to connect multiple Zoom users in Acuity, you will need to create those users within Zoom itself.


Classes and recurring appointments

If your account was created after Feb 2, 2018, class attendees will automatically share the same virtual meeting. If your account was created before Feb 2, 2018, this functionality will be enabled by default when you set up integration, and you can turn it on or off in the integration settings.

When clients book recurring appointments, each appointment will have its own unique virtual meeting link. The link for the first appointment will be shown in the Initial Confirmation email. The links for the subsequent appointments will show in each respective Reminder email. There is not a way to display all of the links in one confirmation email when multiple sessions are booked at one time.

Classes scheduled in Acuity will not appear in the integrated Zoom account until someone books into the class via Acuity.


Allowing clients to join before the host

Enable Join Before Host by ticking the box in your Zoom.us settings inside Acuity, allowing your clients to join the meeting before you. If you have waiting rooms enabled, that will override the Join Before Host setting, and your clients will be sent to a waiting room, rather than being allowed to join before you.


Acuity and Zoom.us personal meeting URLs

Zoom does support scheduling meetings with your Personal Meeting URL or ID. Under your Zoom settings in Acuity, just tick the box for Personal Meeting ID to schedule meetings.


How to start meetings without video

If you select the Start meetings without video checkbox, all new meetings will start with the video off by default. If the box is not selected, all meetings created through Acuity will start with the video on.


How Acuity accesses your Zoom account

Enabling this integration will allow Acuity to do these things in your Zoom account:

  • Create, manage and delete meetings.
  • Retrieve a list of all users on the account. (So we can help you schedule meetings with specific people.)

Video walkthrough

This video will guide you through setting up your Zoom integration.

 

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