Zoom Integration

We are making it easier than ever to set up your virtual meetings. There are 2 ways that you can incorporate Zoom with the app.

Premium app subscribers are able to integrate Zoom with our app. This allows you to automatically create a unique meeting ID for each event and include the link in the booking reminder.

Standard app subscribers are able to include a static Zoom link in the booking reminder.

Note: Integrating the app with Zoom is the recommended method as it increases security by ensuring that each client only receives the specific meeting ID for their own event.

This section of the guide contains the following sections:

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

Note: You must be a Premium app subscriber to use this feature.

Connect a Zoom Account

1. In the app select Zoom from the Configuration section.

2. Select the Zoom button and enter in your credentials.

3. Select the Enable button and follow the instructions.

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 Configuration 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

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 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 Configuration 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.

Including a Zoom Link

This portion of the guide focuses on including a static Zoom link in the emails that originate from the app.

Retrieve Your Zoom Link

The first step is to provide a Zoom link for each instructor. This link will be used for each of the classes that the particular instructor hosts. The following link is provided by Zoom and contains the steps to retrieve your Zoom links.

https://support.zoom.us/hc/en-us/articles/201362843-Personal-meeting-ID-PMI-and-personal-link

The following sections are detailed above. Select a section title to reach its info.

Setup Your Locations
Associate the Location with a Product
Include Zoom Info in Emails
Booking Confirmation Email Template
Ticket Template

Include Instructor as a Recipient

If you need to notify an instructor about a booking you can add the Location as a CC or BCC on any of the booking email templates, and it will use the email address you specified when you created the location.

Articles in this section

Zoom Integration