Full Zoom Integration

This guide contains the following sections:

• Requirements
• Connect a Zoom Account
• Create an Event
• Booking and Meeting Sync
• Edit a Meeting
• Include Zoom Info in Emails/Tickets
• Removing the Zoom Connection

 

Requirements

• Must be on the Premium plan or higher with BookThatApp.
• Need a Zoom account subscribed to the Pro plan or higher.

 

Connect a Zoom Account

1. In the app, select Settings and then select Zoom.

2. Select the checkbox for Zoom connection is disabled. 

3. Follow the steps provided in the lower section of the page with the light blue background. 

Note: Do not create a JWT app as this method is no longer supported beginning on September 8th, 2023.

 

Create an Event

Creating your event is a 2 step process. First, you will create your virtual location. Then you will configure a product in the app where you will include the virtual location.

 

Create the Virtual Location

1. Select Locations from the Settings section of the app. 

 

2. Select the Create location button. 

 

3. Enter a name for your location. 

4. Enter an email address you would like associated with this location. This will allow you to include the location email as a recipient in emails that originate from the app. 

5. Enter a phone number if applicable.

6. Select the Virtual location checkbox.

7. Select the type of virtual event: meeting or webinar.

 

8. Select a User. The user will be the account associated with Zoom. 

9. Select the checkbox for the options that pertain to your virtual event.

10. Choose your recording option. 

11. Select Save.

 

Your location will now appear in the location list under the name you specified in the initial field. 

 

Associate Location with a Product/Service

Here you will create a product and configure it in the app as you normally would. While configuring the product in the app you will add your new location in the Location field. 

Not sure how to configure your product? Please take a look at our product configuration guides that detail the configuration process for each type of booking scenario. 

https://support.zetya.com/hc/en-us/articles/333757007175-Setup-Guide-Directory

 

Booking and Meeting Sync

1. Create a booking. This can be done manually or via the online store. 

Note: if you manually create a booking you will need to manually add the Virtual location in the Location field of the booking. 

After saving the booking you will need to wait a moment, then refresh the page. This gives Zoom time to generate a link. The link will now be present at the bottom of the booking as seen in the following. 

 

2. Access your Zoom account. 

3. Under the Personal section select Meetings.

4. You will see your new scheduled meeting. 

 

Note: if your product represents a scheduled event such as a class, tour, or activity a new event will only be created when the first booking is created in the app. Customers from subsequent bookings will be added to the existing meeting. 

 

Edit a Meeting

If you need to change the meeting time simply access the booking in the app and update the date and time as needed. After selecting Save to update the booking the meeting will automatically be updated in Zoom so that it matches the booking. 

Similarly, if you delete the booking from the app the corresponding meeting will be deleted from Zoom.

 

Include Zoom Info in Emails

Now that you have your bookings and meetings syncing you need to let your customer know the Zoom details. This section will walk you through modifying the email templates found in the app.

Note: you just need to modify the confirmation email template as the code provided below is already included in the Reminder email templates. 

 

Booking Confirmation Email Template

1. Select Settings-> Notifications in the app.

2. Select the New Booking Confirmation template.

 

3. Scroll to the following code in the template. 

<p>Date: {{ booking | format_dates: shop.settings }}.</p>

4. On the line after the above code add the following. With the following code if the booking includes a virtual location the meeting link will display. If the booking does contains a physical location a Google map of the location will display followed by the written address. 

{% if booking.location %}
<h3>Location</h3>

{% if booking.location.virtual %}
<a href="{{ booking.virtual_meeting_url }}" target="_blank">
 Join a meeting
</a><br>
{% else %}
<a href="{{ booking.location.address.map_address_url }}">
 <img src="{{ booking.location.address | bta_maps_img: 'zoom:16,size:225x150' }}">
 {{ booking.location.address.address_formatted }}
</a><br>
{% endif%}
{% endif %}

5. Select Save.

 

Ticket Template

1. Select Templates from the Settings section of the app.

 

2. Open the template named Ticket. 

 

3. Scroll to the following segment of code in the template. 

{% if booking.location %}
<p>Location:</p>
{{ booking.location.address.address_formatted }}

<img src="{{ booking.location.address | gmaps_img: 'zoom:16,size:420x350' | base64_img }}">
{% endif %}

4. Copy the code from below. 

{% if booking.location %}
<h3>Location</h3>

{% if booking.location.virtual %}
<a href="{{ booking.virtual_meeting_url }}" target="_blank">
 Join a meeting
</a><br>
{% else %}
<a href="{{ booking.location.address.map_address_url }}">
 <img src="{{ booking.location.address | bta_maps_img: 'zoom:16,size:225x150' }}">
 {{ booking.location.address.address_formatted }}
</a><br>
{% endif%}
{% endif %}

5. Return to the template and highlight the entire segment of code from step #3. 

6. Paste the code you copied from this guide over the segment of code you just highlighted. 

7. Select Save.

Note: the location information is only available in the BookThatApp email templates. It is not available in the Shopify Confirmation or Order Notification email templates.

 

Removing the Zoom Connection

This set of steps will walk you through how to disconnect your Zoom account from the app. 

1. Access the BookThatApp admin and select Configuration.

2. Select the Zoom icon.

3. Select the Disable button.

4. Select Save.