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Setting up live streaming using your own Zoom details
Setting up live streaming using your own Zoom details

For those who do not want to use the Bookwhen/Zoom integration and instead want bookers to use their own Zoom meeting details.

Anni avatar
Written by Anni
Updated this week

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

This article covers:


How to manually add joining details

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

To set up live streaming using your own Zoom details:

  1. Copy the meeting link after generating your Zoom meeting ID in your Zoom account.

  2. Open your Scheduling page on your Bookwhen account.

  3. Either add a new entry, or select the existing entry from within your schedule, then Edit entry:

    Scheduling setup with an arrow pointing to the 'Edit Entry' button.

  4. Select the Location tab, set the location as Online event, then select Add a new location.

  5. You can then add a Location name (such as 'Zoom - Manual') and select Manually added joining details from the Online provider drop-down list:

    Location tab with the 'Location name' and 'Online provider' sections highlighted

    Using the same meeting ID for all event dates/times

  6. If you want to use the same meeting ID for all event dates/times within entry, paste your Zoom link into the Private online event information field.

    • If you want each class to have a unique Zoom meeting ID, leave the Private online event information box blank and follow these steps.

  7. We recommend pasting your Zoom details, including the Zoom ID and any joining information, such as a password, if applicable.

  8. Once you've made any additional edits to the entry, select Save or Save & Exit.


Setting up a unique Zoom meeting ID for each class

If you'd like each event date/time in your entry to have a unique meeting ID:

  1. Open your scheduling page

  2. Select the date/time from your schedule, then the drop-down menu next to Edit entry.

  3. Select Add online joining details:

    Scheduling page with an arrow pointing at the 'Add online joining details' within the drop-down menu next to 'Edit entry'

  4. Add relevant information in the Private online event joining details box in the pop-up window:

    Event specific information screen with an arrow pointing at the 'Private event specific information' field

    • The link only applies to the date/time you select.

Other important information

  1. If you update the Private online event information after bookings have been made, please resend confirmation emails so all attendees have the latest details. Otherwise, those who booked earlier will still have the old information.

  2. Private event-specific information does not appear in the Customer Portal. If customers select View online event in the portal, an error message will appear stating that the event "isn’t found".

  3. Customers can only access Private event-specific information through the View online event button in their confirmation or reminder emails.


Test booking

We recommend making a test booking as an admin to check how the meeting appears to customers.

Once a customer books, they'll receive a confirmation email with a View [online] event button. You can use this button to view the online event page:

Booking confirmation email with arrow pointing at the 'View Zoom event' button


💬 Any questions or feedback? There are two ways to get in touch:

Thank you! 🕺

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