Meetings Integration
Turn every booking into a professional virtual consultation experience: no separate scheduling tools, no confusion for clients, and everything sits right with your appointment.
Benefits
Instant virtual meeting link — With just one click, you get a secure Zoom link created for your appointment, saving you time and manual coordination.
Improved client experience — The client receives the join link automatically (when configured), so there’s no extra work for you or the client to connect.
Unified appointment flow — The Zoom link is stored with the appointment, so everything is in one place: appointment details, notes, Zoom link.
Professional scheduling — Your clients see a polished workflow (meeting created, link provided, easy copy/paste button), which boosts trust and efficiency.
Flexibility and access — You or the client can join the meeting from anywhere, on any device, without needing to manage separate systems.
How the interface works
1. Appointment view
When you open an appointment:
If no Zoom meeting exists, you’ll see a small icon-only button (video-camera icon) labelled “Add Meeting” when you hover over it.
Clicking that button initiates the Zoom meeting creation process.
2. Meeting creation
Once you click the Add Meeting button, a Zoom meeting is created automatically behind the scenes.
After creation, you’ll see a compact meeting widget* in the appointment view with:
A direct Client link — click to open or copy.
The meeting start time shown in your local time format (e.g., “Tuesday, November 11 2025 6:00 pm”).
The meeting topic and Meeting ID in a collapsible “Details” section if you want more info.
A Remove meeting button if you need to delete it.
3. Notes section
Alongside the appointment notes, a special Zoom-meeting line is appended automatically:
Zoom: [Appointment with {client}] Tuesday, November 11 2025 6:00 pm — {short join link}This ensures the meeting link and time are recorded as part of the appointment history.
4. Removing a meeting
If you decide to cancel or remove the meeting, click the Remove meeting button inside the widget.
The Zoom meeting is deleted, and the meeting-line in the notes is cleaned up automatically.
The “Add Meeting” button returns so you can recreate if needed.
5. Loading an existing meeting
All meeting information will be stored in the clients appointment notes
Managing a meeting can be done directly in the Zoom user interface
Quick steps for your user
Open the appointment.
Click Add Meeting (camera icon) if no meeting exists.
Wait a moment — the link appears automatically.
Share the client link, or use the copy button or copy the link.
If you need to remove or reschedule, click Remove meeting and then optionally recreate.
Important Notes
To ensure email notifications to clients (such as automatic Zoom invite emails) are sent properly, the host account must be on a Pro, Business, Education, or Enterprise plan.
Simple Free (Basic) accounts do not support meeting registration with automatic email confirmation, so you will need to send those notifications to your clients manually.
Meeting widget is not yet available, please view the meeting details from the notes
Meeting management i.e. removals are done directly on the Zoom platform https://zoom.us/meeting#/upcoming
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