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Zoom Integration for Calendar Bookings in Stack

Note: Dynamic Zoom links are only available with Round Robin and Collective Calendars.

Introduction​

Zoom is a versatile communication platform that allows you to connect with video, audio, phone, and chat simultaneously. Integrating your Zoom account with Stack's group calendars is straightforward and significantly boosts your productivity. By syncing your Zoom account with your calendars, you can effortlessly schedule appointments, send reminders, and keep track of upcoming events—all from one place!

Contents​

What Is the Zoom Integration?​

The Zoom integration within Stack allows you to schedule, start, and manage Zoom meetings directly from the platform. This seamless integration eliminates the need to switch between applications, enhancing your workflow.

Once set up, Stack automatically generates unique Zoom meeting links for each new meeting scheduled, provided the meeting location is set to Zoom. This feature adds security by ensuring each participant receives a unique link, minimizing the risk of unauthorized access.

For example, when scheduling a meeting with a client and selecting Zoom as the location, Stack creates a new Zoom meeting and embeds the unique link in the calendar event. The client receives an invitation with this link, ensuring convenience and security for all involved.

All scheduled Zoom meetings are documented within Stack, making it easy to manage appointments and track engagements.

Usage Cases​

  • Team Meetings: Simplify team collaboration with automatically generated Zoom links for each meeting.
  • Client Consultations: Enhance professionalism by providing clients with unique Zoom links for each meeting.
  • Webinars: Seamlessly manage webinars with personalized Zoom links for each participant.
  • Virtual Office Hours: Educators can efficiently manage office hours with unique Zoom meetings for student bookings.
  • Online Fitness Classes: Instructors can provide smooth virtual classes with unique Zoom links for each session.
  • Virtual Real Estate Showings: Offer virtual property viewings with unique Zoom meetings for potential buyers.
  • Telemedicine Appointments: Facilitate accessible healthcare with unique Zoom meetings for patient appointments.
  • Online Cooking Classes: Bring culinary expertise to participants' kitchens with personalized Zoom links.

Benefits of This Feature​

  • Automated Meeting Scheduling: Automatically generate a unique Zoom link for each meeting, saving time and reducing errors.
  • Centralized Management: Manage all meeting aspects, including scheduling and cancellations, directly from Stack.
  • Multi-User Accessibility: Ensure security with unique Zoom links for each participant.
  • Calendar Syncing: Sync Zoom meeting scheduling with Stack's calendar to prevent double bookings.
  • Real-time Updates: Reflect changes made in Stack in real-time on Zoom, improving coordination.
  • Enhanced Security: Unique links reduce the risk of uninvited guests.
  • Automated Notifications: Automatically send participants notifications with meeting details.
  • Data Tracking: Track meeting data, including attendance and duration, for analysis and process improvement.

Integration Prerequisites​

  • Any user can start using Zoom Integration for Calendars.
  • Each user connects their own Zoom account to their profile, generating a unique link for each booking on assigned Group Calendars.
  • Dynamic Zoom links are available only with Round Robin and Collective Calendars.

Step 1: Install the Zoom Integration​

User Integrations​

  1. Navigate to User Profile > Integrations > Zoom > Connect.
  2. Click Connect to Zoom (if not already connected).
  3. Enter your Zoom login credentials and click Sign in.
  4. Grant permission for Zoom to access your account by clicking Allow.
  5. You'll be redirected to Stack, where Zoom will appear under User Profile Integrations.

Default Meeting Location​

  1. Go to User Profile > Default Meeting Location > Zoom > Connect.
  2. Follow the same connection steps as above.
  3. Select 'Zoom' from the dropdown and hit 'Save' to set it as the default meeting location.

Calendar Settings​

  1. Access Settings > Calendar Settings > User [x] > Meeting Location.
  2. Follow the connection steps to integrate Zoom.
  3. Choose 'Zoom' from the dropdown to include Zoom links in every booking.

Step 2: Set Up Appointment Reminder Workflow with Zoom Location​

The Workflow Builder in Stack automates reminders for upcoming appointments, including dynamic Zoom links:

  1. Click on Add New Workflow Trigger.
  2. Select Appointment Status as the trigger and apply filters like Event Type and Appointment Status.
  3. Add a one-minute Wait step to ensure the meeting location is updated.
  4. Use Send Email/SMS to notify contacts, including the custom value {{appointment.meeting_location}} for the Zoom link.
  5. Optionally, set up internal notifications for users or external contacts.
  6. Define the notification cadence using Event/Appointment Time to schedule reminders.

FAQs​

I don't have a Profile tab on my sidebar.​

If you don't see the "Profile" tab, you might not be a user within that specific location. Add yourself as a user by navigating to My Staff > + Add Employee > Add Employee > Save.

  • Edited Meetings: If the date and time remain unchanged, the existing Zoom link continues to work.
  • Deleted Meetings: The Zoom link is permanently removed unless reused for another meeting at the same time.
  • Rescheduled Meetings: A new link is generated unless another appointment occupies the same time slot.
  • Multiple Meetings: The same link is reused if multiple appointments are allowed per slot.

Existing Zoom Events Not Reflecting in the Calendar​

Currently, the integration does not pull events from Zoom or use pre-generated links for meetings created directly on Zoom.

Calendar Version Support​

Dynamic Zoom Integration is available only with Group Calendars.

How do I integrate my Zoom account with an unassigned calendar?​

Unassigned booking calendars can use static Zoom links by manually adding them to the meeting location setting under Team and Event Setup.