Configuring your Booking pages to use Zoom

The ScheduleOnce connector for Zoom completely automates the provisioning of Zoom sessions. Customers receive a single ScheduleOnce confirmation, including all meeting details in their local time zone. You can configure your Booking pages to use Zoom by editing the Location settings of the Booking page. 

In this article, you'll learn how to configure your Booking pages to use Zoom and how to set up automatic recording. 

Configuring your Booking pages to use Zoom

Connect ScheduleOnce to your Zoom account first, and then follow these steps:

Note

If a Zoom admin has locked your Zoom settings, ScheduleOnce will not override those locked settings

The single exception to this is the personal meeting ID. If your Zoom admin has locked your Zoom settings so meetings always use your personal meeting ID instead of a unique meeting ID, ScheduleOnce will override this locked setting and always create a unique meeting ID instead.

If the settings are not locked in Zoom, ScheduleOnce configures the settings based on what you define here on the Location settings page.

  1. Click Setup -> ScheduleOnce setup in the top navigation bar. 
  2. Select the Booking page that you want to configure. 
  3. Select Location settings (Figure 1).
    Figure 1: Location settings
  4. In the Meeting location step, select This is a virtual meeting.
  5. In the Who provides conferencing information? step, select Conferencing information is provided by the Owner (you).
  6. In the Edit conferencing information step, select the Zoom video conferencing option (Figure 2).
    Figure 2: Zoom video conferencing
  7. The ScheduleOnce connector for Zoom provides direct access to Zoom meeting settings, allowing you to set Zoom audio and other options (see below on automatic meeting recording).
  8. Click Save.

You're all set! When a booking is made, Zoom session details are integrated with all ScheduleOnce notifications and a Zoom session will be automatically created.

Note

Generating a dynamic meeting password is highly recommended

However, if you instead opt to set a static meeting password, which will use that same password for every session created through the integration, ensure that the defined password complies with your Zoom account's password requirements. 

Bookings cannot be created if the static password conflicts with these requirements. Any attempts to book will result in an error message on the customer end: 

The booking cannot be completed due to a temporary connection issue. Please try again later.

Session packages

When you use Session packages, each session includes its unique video conferencing details.

  • Schedule and reschedule notification emails that are sent to a Customer include a Conferencing info link next to each selected time. 
  • When the Customer clicks on the link, the scheduling confirmation page opens as if a single booking was made, displaying the full booking details including the video conferencing information for the session.
  • Every reminder that the Customer receives includes the full booking details including the video conferencing information, as if a single booking was made.
  • All calendar events for the Owner and Customer include the complete video conferencing information for each session.

Automatic meeting recording

Enabling automatic meeting recording on your local computer

To enable automatic meeting recording on your local computer on any Zoom plan, follow these steps:

  1. Sign in to your Zoom account.
  2. In the left sidebar, select Personal -> Settings -> Recording (Figure 3).
    Figure 4: Zoom Recording settings
  3. Toggle the Local recording option ON.
  4. In ScheduleOnce, select the Booking page that you want to configure.
  5. In the Edit conferencing information step, check the Record meeting automatically box (Figure 4).
    Figure 5: Record meeting automatically
  6. Select the On the local computer option.
  7. Click Save.

Enabling automatic meeting recording in the cloud

Note Meetings cannot be recorded In the cloud on a free Zoom plan, and will not be recorded at all when you select the In the cloud option in ScheduleOnce.

To enable automatic meeting recording in the cloud on a paid Zoom plan:

  1. Sign in to your Zoom account.
  2. In the left sidebar, select Personal -> Settings -> Recording (Figure 3).
  3. Toggle the Cloud recording option ON (Figure 5).
    Figure 6: Cloud recording
  4. In ScheduleOnce, select the Booking page that you want to configure.
  5. In the Edit conferencing information step, check the Record meeting automatically box (Figure 6).
    Figure 7: In the cloud
  6. Select the In the cloud option.
  7. Click Save.
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