✨ Please note: The Zoom integration is available on the Lite plan or above.
This article covers:
Overview
This integration automatically generates a Zoom meeting link for all online events with bookings.
You can review your meeting links on Zoom.
The link is securely shared with booked attendees and included in all booking confirmation emails.
💡 Important: Zoom IDs are not generated for past events or events without bookings.
Setting up your Zoom integration
There are two ways to integrate your Bookwhen account with Zoom:
Via Zoom
Via Bookwhen
1. Via Zoom
To set up your Zoom integration:
If you have any issues installing Zoom, refer to their troubleshooting document.
Open Zoom Marketplace and search for "Bookwhen" or use this link.
Select Install:
Select Authorize to connect your Zoom and Bookwhen accounts.
You may need to log in to your Bookwhen account on the next screen.
Your Bookwhen account should then be integrated with Zoom and show under your Integrations:
2. Via Bookwhen
Select Settings, then Integrations from the left-hand menu on your Bookwhen account.
Select Connect to Zoom
Sign into your Zoom account:
Removing your Zoom connection
If you'd like to remove your Zoom integration:
Select Settings from the left-hand menu on your account, then Integrations.
Select View integration next to Zoom:
Select Disconnect from Zoom in the bottom right-hand corner:
To remove Bookwhen from Zoom, head to https://marketplace.zoom.us, select Manage, Installed Apps, and Uninstall next to Bookwhen.
What happens when you disconnect your Zoom integration?
All Zoom meetings added to your events via this integration will be removed.
Any Zoom meetings created by Bookwhen will be deleted from your Zoom account, meaning they will no longer work or be accessible to attendees.
Future Zoom links will no longer be generated, but entries with active bookings will remain.
Adding Zoom as a location
When you set Zoom as the online location for your events, the integration generates a unique meeting link for each event with a booking.
To do this:
Select Settings from the left-hand menu, then Locations.
Select the Add new location button:
Select Online event, then Zoom integration from the Online provider drop-down list:
Adding Zoom to your events
To set Zoom as your event location:
Open your Scheduling page.
Either add a new entry, or select your existing entry, then Edit entry:
Select the Location tab, Online event and Existing location:
Select Zoom from the Select online location drop-down list (this name may vary depending on what you named the location during setup):
Once you have added all other relevant details to the entry, select Save or Save & Exit.
How customers receive and access the Zoom meeting link
Customers can use the View [online] event button within booking confirmation email to open the meeting and private event information:
Updating joining instructions & accessing event links
You can add your joining instructions after customers have booked, and they’ll always access the most up-to-date details by selecting View online event. This means you can update the instructions as late as 15–20 minutes before your online class starts.
Anyone with the joining details can join the Zoom event. This is a Zoom setting, and we (Bookwhen) are unable to change this.
If you're on our Standard plan and above, you can opt to send reminder emails to your customers, which also contains the View [event] link.
Private event information
The Zoom meeting link will automatically generate when someone books the event and appears on the right-hand side of the private event page. Along with the link, customer's can view the meeting topic, ID, and password for easy reference:
Viewing your Online event page
You can view your online event page, including any joining instructions, from your schedule page.
To do this, select a relevant date/time, then Online event. This button will only appear if you've set your location as Zoom - online location.
Waiting room settings
In some cases, the Zoom waiting room may still appear, even if you've disabled this feature in your Zoom settings within Bookwhen. If this happens, you can resolve the issue by adjusting the settings directly in Zoom:
Log into your Zoom account.
From the left sidebar, select Account Management, then Account Settings.
Scroll down to Passcode Requirement.
Ensure the Have a minimum password length checkbox is selected with a positive number chosen.
Save your changes:
Once you've made your changes, you need to re-authenticate your Zoom account within the Zoom integration on Bookwhen to sync the updated settings.
To do this:
Select Settings, then Integrations from the left-hand menu on your account.
Select View integration to open the integration settings.
Select Re-authenticate Zoom:
💡 To note: The changes won't apply to events that were created before this adjustment. However, for any future events, a password will be required, and the waiting room feature should no longer appear.
Hosting concurrent Zoom meetings
To host two Zoom meetings with different hosts at the same time, you’ll need an Enterprise, Business, or Education Zoom account. If necessary, contact Zoom to discuss upgrading your account.
What happens if one Zoom account is connected to multiple Bookwhen accounts?
When a Zoom account is connected to more than one Bookwhen account, only the most recently connected account can create new Zoom meetings. Other Bookwhen accounts won’t be able to create meetings until the connection is re-established.
To avoid this issue, it's recommended to use a separate Zoom account for each Bookwhen account.
How to start a meeting
Leaders and account owners can start their Zoom meetings using the same process.
To start a meeting via Bookwhen:
Open your Schedule and select the relevant entry.
Select the Zoom ID on the event:
Or select the Online event button:
Then select Join Zoom Meeting:
Alternatively, you can log into the Zoom account and start the meeting directly from there.
The data we share with Zoom
The data Bookwhen shares with Zoom:
Event name (Entry title), truncated to 200 characters
Start date and time
Duration in seconds
Timezone
The password we generate (though Zoom may replace this with their own)
Link to the secure event page
Settings chosen on the Zoom Integration page:
Customer data and Zoom
When a customer books an event, we do not share their details with Zoom. Meetings are created separately (if not already synced), and Zoom does not have access to any customer information on Bookwhen.
What happens when switching to a free plan or editing event details
When an account switches to the free version, we automatically remove all of the Zoom meetings that were generated by the system.
New links are automatically generated when/if you decide to join a paid plan again. This means that any customers who booked before the account dropped to the free plan will have expired links, and it's best to resend their confirmation emails.
Customers receive the new details for any new bookings, or they can select the View event link in the email to view the latest joining information.
If you need to change the private event information after you've taken bookings on an event, we recommend resending confirmation emails so all attendees have access to the joining information. Otherwise, those who booked before you amended the event will only have access to the old information.
💬 Any questions or feedback? There are two ways to get in touch:
For a quicker response, please contact us via live chat on our homepage or your account.
Or send us an email
Thank you! 🕺