Connecting to Zoom

Prerequisites

• A WordPress website with the Booknetic appointment booking plugin installed and activated.
• A Zoom account (Free, Pro, Business, or Enterprise).
• At least one Staff member created in Booknetic.

Step 1: Install the Zoom Addon

1. Log in to your WordPress admin panel.
2. Navigate to Booknetic > Boostore.
3. Find the Zoom addon and install it.
4. Once installed, the addon will be automatically activated.

Step 2: Enable Zoom Integration

1. Go to Booknetic > Settings > Integrations.
2. Click on Zoom.
3. Set the Enable toggle to On.
4. Configure the meeting settings:
   • Meeting Topic: Enter a title template for Zoom meetings. You can use shortcodes like {service_name}, {staff_name}, {customer_name}, etc.
   • Meeting Description: Enter a description template for Zoom meetings. Supports the same shortcodes as the topic field.
   • Set random password for meetings: Toggle on if you want each meeting to have an auto-generated 6-digit password for added security.
5. Click Save.

Step 3: Connect Staff Members to Zoom

Each staff member who will host Zoom meetings must connect their Zoom account:

1. Go to Booknetic > Staff and edit a staff member.
2. Find the Zoom section in the staff settings.
3. Click the "Click to connect Zoom account" button.
4. You will be redirected to Zoom's authorization page.
5. Log in to your Zoom account (if not already logged in) and click Allow to grant Booknetic access.
6. You will be redirected back to your WordPress admin panel. The staff member is now connected to Zoom.

Note: You must save the staff member first before connecting a Zoom account. The connect button is not available for unsaved staff members.

Step 4: Activate Zoom for Services

1. Go to Booknetic > Services and edit a service.
2. Find the Zoom section in the service settings.
3. Toggle "Activate Zoom for the service" to On.
4. Click Save.

Now, when a customer books this service with a Zoom-connected staff member, a Zoom meeting will be automatically created.

Troubleshooting

• "Click to connect" button is not visible: Make sure the Zoom addon is installed and the integration is enabled in Settings > Integrations > Zoom.
• OAuth connection fails: Ensure your WordPress site is accessible from the internet (not localhost). Zoom needs to redirect back to your site after authorization.
• Meetings are not being created: Verify that:
  • The staff member has a connected Zoom account (check the Zoom section in staff settings).
  • The service has "Activate Zoom" toggled on.
  • The Zoom integration is enabled in Settings > Integrations.
• Token expired errors: If a staff member's connection stops working, disconnect and reconnect their Zoom account.

Features & Usage

Automatic Meeting Creation

Use case: When a customer books an appointment for a Zoom-enabled service with a Zoom-connected staff member, a Zoom meeting is automatically created.

Prerequisites:

• Staff member must have a connected Zoom account.
• The booked service must have "Activate Zoom" enabled.
• The appointment status must be a confirmed/active status.

How it works:

1. Customer completes the booking through the Booknetic booking panel.
2. Booknetic automatically creates a Zoom meeting with the configured topic, description, start time, duration, and optional password.
3. The meeting join URL and password are stored with the appointment data.
4. Staff and customers can access their respective meeting links through notifications or the appointment details.

Automatic Meeting Updates

Use case: When an appointment's date, time, or details are changed, the associated Zoom meeting is automatically updated to reflect the new information.

Prerequisites:

• The appointment must have an existing Zoom meeting associated with it.

How it works:

• Rescheduling an appointment updates the Zoom meeting start time and duration.
• Changing the meeting topic or agenda template in settings affects newly created meetings only.

Automatic Meeting Cancellation

Use case: When an appointment is cancelled or deleted, the associated Zoom meeting is automatically deleted from Zoom.

How it works:

• Cancelling an appointment removes the Zoom meeting.
• Changing the appointment status from a confirmed status to a non-active status also triggers meeting deletion.

Meeting Passwords

Use case: Add an extra layer of security to your Zoom meetings with auto-generated passwords.

Prerequisites:

• "Set random password for meetings" must be enabled in Zoom integration settings.

How it works:

• A random 6-digit password is generated for each new meeting.
• The password is included in the meeting data and can be shared via notification shortcodes.

Notification Shortcodes

Use these shortcodes in your Booknetic workflow notifications (email, SMS, WhatsApp, etc.) to include Zoom meeting information:

Example email template:

Dear {customer_name},

Your appointment for {service_name} with {staff_name} has been confirmed.

Join the Zoom meeting at: {zoom_meeting_url}
Meeting password: {zoom_meeting_password}

Date: {appointment_date}
Time: {appointment_start_time}

Group Appointments

Use case: When multiple customers book the same time slot (group appointment), they all share the same Zoom meeting link.

How it works:

• The first booking in a group creates the Zoom meeting.
• Subsequent bookings for the same time slot with the same staff member receive the same meeting join URL.
• All customers in the group can join the same Zoom meeting room.

Staff Meeting Management

Use case: Staff members can start their Zoom meetings directly from the Booknetic appointment details.

How it works:

• In the appointment details view, a "START MEETING" button appears for appointments with Zoom meetings.
• Clicking the button opens the Zoom meeting host URL in a new tab.
• The button is available until the appointment end time.

Customer Panel

Use case: Customers can access their Zoom meeting links from the Booknetic customer panel.

How it works:

• A video icon button appears next to appointments that have Zoom meetings.
• Clicking the icon opens the Zoom meeting join URL.
• The meeting password is shown as a tooltip on hover.
• The button is visible until the appointment expires.

Removing the App

Disconnecting a Staff Member from Zoom

To disconnect a single staff member's Zoom account:

1. Go to Booknetic > Staff and edit the staff member.
2. In the Zoom section, click the "Disconnect" button.
3. Confirm the disconnection.

What happens:

• The staff member's Zoom access token is revoked (Booknetic calls Zoom's token revocation endpoint).
• All stored Zoom credentials for this staff member are deleted from your WordPress database.
• New appointments for this staff member will no longer create Zoom meetings.
• Existing Zoom meetings that were already created remain on Zoom until their scheduled time passes or until they are manually deleted from Zoom.

Disabling the Zoom Integration

To disable Zoom integration for your entire Booknetic installation:

1. Go to Booknetic > Settings > Integrations > Zoom.
2. Set the Enable toggle to Off.
3. Click Save.

What happens:

• No new Zoom meetings will be created for any appointments.
• Existing staff Zoom connections remain stored but inactive.
• Previously created Zoom meetings are not affected.

Removing the App from Zoom Marketplace

If you remove the Booknetic app from your Zoom account via the Zoom Marketplace:

1. Go to the Zoom App Marketplace.
2. Navigate to Manage > Installed Apps.
3. Find Booknetic and click Remove.

What happens:

• Zoom sends a deauthorization notification to Booknetic.
• All OAuth tokens associated with your Zoom account are invalidated.
• Booknetic will no longer be able to create, update, or delete Zoom meetings on your behalf.
• Staff members will need to reconnect their Zoom accounts if you reinstall the app.

Data Handling

Data stored by Booknetic:

• OAuth access tokens and refresh tokens (stored in your WordPress database, per staff member).
• Zoom meeting IDs and URLs (stored as appointment metadata).
• No Zoom user data is stored beyond what is necessary for the integration to function.

Data removal:

• When a staff member disconnects from Zoom, their access and refresh tokens are immediately deleted from your database and revoked on Zoom's servers.
• When the app is removed from Zoom Marketplace, all tokens become invalid.
• Zoom meeting IDs and URLs stored in appointment records are retained for historical reference but are no longer functional after disconnection.

Data sharing:

• Booknetic does not share any Zoom user data with third parties.
• Communication occurs only between your WordPress server and Zoom's API servers.
• No analytics or tracking data is collected from your Zoom usage.