Connecting your Team members' Zoom accounts

You can generate unique Zoom links from your team member's individual Zoom accounts, whether you're setting up a booking page for your entire team, or an individual team member. 

This feature is available on all plans (including the Free plan).

Watch a quick video showing you the Zoom integration process. 

In this article:

• Invite your team to share their Zoom credentials
• Link to team members' calendar & Zoom account
• Set Zoom as the Event Location
• Share Zoom link with bookers in the confirmation & reminder emails
• Joining the Zoom call
• Frequently Asked Questions (FAQs) 

Invite your team to share their Zoom credentials

If you haven't already, you'll want to invite your team to join your YouCanBook.me account. 

When they accept the invitation, they'll be prompted to connect the calendar where they want to receive new bookings, and integrate their Zoom account. 

Link to team members' calendar and Zoom account

To set Zoom to connect to team members Zoom accounts on any booking page, follow the instructions below:

1. Turn Teams on under Calendar & Teams. For booking pages for an individual, you will still need to turn on Teams, and then select  Booker automatically assigned team member to bypass the team member selection page. 

2. For each team member on the booking page, add their name, email, select the correct calendar YCBM should check for conflicts from the calendar dropdown, and then click Video Conferencing. 

Set Zoom as the Event Location

1. To set Zoom as the event location, navigate to "What" section. 

2. Click "How do you want to meet?", and select Zoom from the dropdown. Click the blue button to save this location. 

3. Finally, navigate back to Calendar & Teams and ensure each team member on the booking page is linked to their individual Zoom account.

When new bookings are made this booking page, the unique Zoom link will be added to the calendar event. 

If Invite participant to calendar event is toggled on for your booking page, new bookings will also be added to the bookers' calendar with the same Zoom link in the location field. 

The Zoom link will look like this:   https://testing.youcanbook.me/zoom/YETL-NGRL-PXPC

Share Zoom link with bookers in the confirmation & reminder emails

In your booking page settings under  Notifications, you'll find all the emails that will trigger to your client after a booking. 

1. Use the shorthand code {ZOOM} to add the unique Zoom link for your meeting in your confirmation and reminder emails.

2. Edit the Confirmation email to booker and the Reminder email before a booking. 

3. Under Email Content, add the shorthand code {ZOOM} to the body of the email, so your client won't have to scramble to find how to join the Zoom meeting.

This shorthand code will automatically hyperlink the Zoom link so your client just has to click to join the meeting. 

Joining the Zoom call

To join the Zoom call, each team member will click on the Zoom link in their calendar event. As long as they are logged into their Zoom account, the link will recognize them as the host and redirect to open Zoom. The Zoom link becomes active 30 minutes before the start of the meeting. 

Frequently Asked Questions (FAQs)

2. When does my Zoom link become active?

• The Zoom link becomes an active link 24 Hours before the start of the meeting. 

Clicking on the link more than 30 minutes before the start of the meeting, you'll see the message, "This meeting has not yet started." 

3. Does my client use the same link as me to join the meeting? 

• Yes, both you and your client use the same link to join the Zoom meeting. As long as the team member is logged into the same Zoom account that is integrated with YouCanBook.me, they will be recognized as the host of the meeting. 

4. How can I stop my clients from being prompted to enter a passcode to join the meeting?

• In your Zoom settings, make sure the option to Embed passcode in invite link for one-click join is toggled on. With this setting turned on, YouCanBook.me will embed the passcode in the link and your clients will not need to enter any passcode to join. 

5. Can my team members share the same Zoom account?

• No, Zoom does not allow the same Zoom account to be integrated in multiple YouCanBook.me accounts. Each team member should integrate a unique Zoom account. If they do not have an individual Zoom account, they can create a free one. 

For further questions, contact our team at support@youcanbook.me.

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