Integrating Zoom with Wellconnect Calendars

Purpose

To enable automatic generation of Zoom meeting links for appointments booked through Wellconnect calendars, improving efficiency and enhancing the virtual meeting experience.

Scope

For Wellconnect users who use Zoom for virtual meetings within their Business Suite account.

TABLE OF CONTENTS

• Overview
• Key Benefits of Zoom Integration
  • Automatic Zoom Link Generation
  • Fewer Manual Errors
  • Time Savings
  • Streamlined Scheduling
  • Professional Client Experience
  • Multi-Location and Multi-User Sharing
• Connection Path (Latest Method)
• How to Set Up Zoom Integration
• Method 1: Connect Zoom from “My Profile”
  • Steps
• Method 2: Connect Zoom via Calendar Settings
  • Steps
• How to Enable Zoom for a Calendar
• Checking Your Connection Status
• Frequently Asked Questions (FAQs)
  • Do I need a paid Zoom account to integrate with Wellconnect?
  • Can I assign different Zoom accounts to different calendars?
  • How do I disconnect or change my Zoom account?
  • Will Zoom links be included automatically in appointment emails and SMS?
  • Why is my Zoom meeting link missing from confirmation emails?
  • Can I use both Zoom and Google Meet at the same time?
  • Is Zoom integration available on all Wellconnect plans?
  • Which calendars support dynamic Zoom links?
• Verification
• Troubleshooting
  • No Zoom Link Generated
  • Authorisation Issues

Overview

Zoom integration with Wellconnect calendars allows you to automate the creation of Zoom meeting links for scheduled appointments.

When Zoom is selected as the meeting location:

• A Zoom meeting link is automatically generated for each new booking.

• The link is included in the calendar invitation.

• The link can be included in confirmation emails and SMS notifications.

• Manual meeting creation is no longer required.

This reduces administrative effort and minimises human error.

Note: Dynamic Zoom links are only available for:

• Personal Booking Calendars

• Round Robin Calendars

• Service Calendars

• Collective Calendars

Key Benefits of Zoom Integration

Integrating Zoom with Wellconnect calendars provides operational and client experience benefits:

Automatic Zoom Link Generation

Each booking can automatically include a unique Zoom meeting link.

Fewer Manual Errors

Reduces the risk of missing or incorrect meeting details.

Time Savings

Automates what was previously a manual process.

Streamlined Scheduling

Improves appointment management efficiency.

Professional Client Experience

Ensures every client receives a consistent, fully prepared meeting invitation.

Multi-Location and Multi-User Sharing

The same Zoom account can be connected across multiple Business Suite accounts, and multiple users can use the same Zoom account for bookings.

Connection Path (Latest Method)

Calendars → Settings → Connections → Video Conferencing → Add New → Zoom

How to Set Up Zoom Integration

There are two built-in methods to connect your Zoom account. Both enable automated Zoom link generation for supported calendar types.

Method 1: Connect Zoom from “My Profile”

Steps

1. Navigate to Settings → My Profile.

2. Go to the Calendar section.

3. Select the Video Conferencing tab.

4. Click + Add New.

5. Click Connect next to Zoom.

6. Sign in to your Zoom account.

7. Authorise access.

Your Zoom account will now be connected to your user profile.

Method 2: Connect Zoom via Calendar Settings

Steps

1. Navigate to Settings → Calendar Settings.

2. Click the Connections tab.

3. Select Video Conferencing.

4. Click Add New.

5. Click Connect next to Zoom.

6. Sign in to your Zoom account.

7. Authorise access.

Your Zoom account will now be connected.

How to Enable Zoom for a Calendar

After connecting Zoom:

1. Navigate to Calendar Settings.

2. Edit the desired calendar.

3. In the Meeting Location section, select Zoom.

4. Save changes.

Zoom links will now be generated automatically for new bookings on that calendar.

Checking Your Connection Status

To verify that Zoom is connected:

1. Go to Settings → My Profile → Calendar → Video Conferencing
   or
   Settings → Calendar Settings → Connections → Video Conferencing

2. Confirm that Zoom appears as connected.

If Zoom is disconnected and later reconnected, Wellconnect will automatically generate Zoom links for upcoming appointments that were created during the downtime and were missing links. You do not need to update those appointments manually.

Frequently Asked Questions (FAQs)

Do I need a paid Zoom account to integrate with Wellconnect?

No. A free Zoom account is sufficient for integration. However, paid plans may offer extended meeting durations and additional features.

Can I assign different Zoom accounts to different calendars?

Zoom integration is tied to the user profile. Only one Zoom account can be connected per user.

How do I disconnect or change my Zoom account?

1. Go to:

   • Calendar Settings → Connections → Video Conferencing, or

   • My Profile → Calendar → Video Conferencing

2. Click Disconnect next to Zoom.

3. Reconnect using a different Zoom account.

Will Zoom links be included automatically in appointment emails and SMS?

Yes, provided:

• Zoom is selected as the meeting location, and

• The notification template includes the {{appointment.location}} merge field.

Why is my Zoom meeting link missing from confirmation emails?

Check that:

• The meeting location is set to Zoom.

• The {{appointment.location}} merge field is present in the message template.

Can I use both Zoom and Google Meet at the same time?

Yes, you can connect both platforms in integrations. However, only one video conferencing platform can be active per user profile or calendar at any given time.

Is Zoom integration available on all Wellconnect plans?

Yes, Zoom integration is available across all plan tiers.

Which calendars support dynamic Zoom links?

The following calendar types support automatic dynamic Zoom link generation:

• Personal Booking Calendars

• Round Robin Calendars

• Service Calendars

• Collective Calendars

Verification

To confirm the integration is working:

1. Book a test appointment.

2. Open the appointment inside Wellconnect.

3. Confirm that a Zoom meeting link has been generated.

4. Verify that the link appears in confirmation communications.

5. Test the link to ensure it opens correctly.

Troubleshooting

No Zoom Link Generated

• Confirm Zoom is connected under Video Conferencing.

• Ensure Zoom is selected as the meeting location.

• Verify the calendar type supports dynamic Zoom links.

Authorisation Issues

• Ensure you are signing in with the correct Zoom account.

• Disconnect and reconnect the integration if needed.

If issues persist, contact Wellconnect Support and provide:

• Your Business Suite account name

• Screenshot of Video Conferencing connection

• Screenshot of the affected calendar settings

• Example appointment date and time