❗️Please do not enable the Bookwhen/Zoom integration if you opt for this setup.

This article covers:

Please note: The Zoom integration is available on the Lite plan or above.


How to manually add joining details

The steps for this setup are as follows:

  1. Copy the link once you have created your Zoom meeting ID within your Zoom account.

  2. You will need to update the location for your relevant entries in Bookwhen. Select the entry within your schedule, then Edit entry on the right-hand side

  3. Select the Location tab (as per the screenshot below). You will need to set the location as Online event and add a new location, such as 'Zoom - Manual'. The online provider box should state 'Manually added joining details':

If you want to use the same Zoom meeting ID for all classes within the same entry:

In the Private online information box, we recommend you paste your Zoom details such as the Zoom ID and any other joining information, such as a Zoom password, if you have set it up. The system will apply this information across all others within the same entry if you add it here. You can also add anything else in that box that you would like all bookers to see when they book a class within that entry. Hit save!

If you want each class to have a unique Zoom meeting ID:

Please don't add any Zoom details in the Private online event information box. Leave this box blank, select Save and head back to your schedule. From here, select the single class you want to update in your schedule, then the drop-down menu next to Edit entry, then Add online joining details. In the pop-up window (as shown below), you can add relevant information in the 'private online event joining details' box.

Once updated, it means you have set up the Zoom details for this one event within your schedule, not all classes within the same entry.

4. We recommend doing a test run as admin so you can see what it looks like for your bookers. See here for more information on booking manually as an admin.

Once a booker makes a booking, you will receive a confirmation email that will link to View online event (like in the screenshot below).

The booker would then select that button and can view any Zoom details you have set up.

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