Using Zoom Meetings for Bookings

At this time, there is no direct integration set up between Microsoft Bookings and Zoom for virtual meetings. However, if you wish to conduct virtual appoints via Zoom, it is possible via the workaround described below. For more information about Zoom, see the Tufts Zoom User Guide.

Note: When using this method, ALL of the virtual meetings for that particular service will use the SAME Zoom meeting link. Also, that Zoom meeting will be tied to the Zoom account of whoever scheduled it.

First, you will need a link for a recurring Zoom meeting that can be used for appointments.

  1. Log in to the Tufts Zoom website (tufts.zoom.us) with your Tufts credentials.
  2. Click Schedule a Meeting in the top menu.
  3. Fill out the scheduling form to create a recurring meeting that you can use for booking your service. Some recommendations are provided below for filling out the form.
    • Topic – Give your recurring meeting a short, descriptive name that is related to the service it is associated with.
    • Recurrence – Check the box next to “Recurring meeting.” A set of options will appear. Make sure you select “No Fixed Time” in the Recurrence dropdown menu so you can meet at any time using this link.
    • Waiting Room – For security reasons and to make sure your meetings with customers aren’t interrupted, it is recommended that you enable the Waiting Room feature.
    •  Alternative Hosts – If multiple co-workers will be responsible for staffing these appointments, make sure you include them as Alternative Hosts on the meeting.Scheduling a recurring Zoom meeting
  4. Scroll to the bottom of the form and click Save.
  5. A page will load with information about your recurring meeting. The Invitation Link you find on this page will be used for your Bookings.Meeting info, with invite link highlighted

 

Next, you will need to make this link available to customers when appointments are booked.

  1. Visit the Microsoft Bookings website and log in with your Tufts credentials.
  2. Make sure the calendar you want to manage is selected in the dropdown menu in the top left of the page, then select Services in the left-hand menu.Selecting Services from the lefthand menu on Bookings site
  3. Find the service you want to manage and click Edit.Edit button in service menu
  4. A window will appear with details about that service. In the Basic Details tab, find the Location field and paste the link for your recurring Zoom meeting. After you paste in the link, you may need to select “Use this location…”.Adding Zoom meeting to the location field for a service
  5. Click Save changes.

Whenever this service is scheduled, the Zoom link will be included in the calendar invitation that staff and clients receive.