Zoom Meetings
With the Zoom Meetings addon, Bookicorn creates a separate Zoom meeting for every booked online session. Your customers get the link in the booking confirmation, in the reminder and in the customer app. You no longer enter a meeting link by hand.
In the texts in the Manager, your studio's own term appears instead of "trainer".
What Zoom Meetings can do
- Every booked session gets its own Zoom meeting.
- The link appears in the booking confirmation, in the reminder and in the customer app. Only customers who booked the session can see it.
- Trainers can connect their own Zoom if they like. Otherwise the meeting runs on the studio's Zoom.
- You set the waiting room, passcode, recording and more for the studio and adjust them per offering.
- In the Manager, you start the meeting from the session with Start meeting.
- If you cancel a session, Bookicorn deletes the meeting in Zoom.
Zoom is supported. For Microsoft Teams, Google Meet and other platforms, you keep entering a fixed link in the offering.
Adding Zoom
Requirements
- The Zoom Meetings addon is active in your studio.
- You have a Zoom account. A free one works, for sessions over 40 minutes you need a paid one.
- Admins connect the studio's Zoom, trainers connect their own Zoom.
- When you connect, you allow Bookicorn to read your Zoom profile (name, email address, account type) and to create, read, update and delete meetings. Bookicorn asks for no other permissions.
Activating Zoom Meetings
You activate the addon under Manager → Addon Store with Zoom Meetings and Activate. It is a regular addon and takes up one addon slot in your plan. Once it is active, Open takes you to the Zoom Meetings page (app.bookicorn.net/zoom).
Connecting the studio's Zoom
As an admin, you also find the page under Manager → Settings → Active Add-ons → Zoom Meetings.
- Open Zoom Meetings.
- Under Studio's Zoom, tap Connect with Zoom.
- Sign in to Zoom and allow access.
Afterwards it shows Connected and Connected as with the email address of the Zoom account. The studio's Zoom hosts every meeting for which no trainer has connected their own Zoom. Below that you see your trainers with Connected or Not connected.
Own Zoom for trainers
Trainers connect their own Zoom under Manager → Personal → My Zoom: tap Connect with Zoom and sign in to Zoom. The meetings of their sessions then run on their own Zoom. Without their own connection, the studio's Zoom takes over.
Switching an online offering to Zoom
- Open the offering and go to the Location & Trainer section.
- Turn on Online offering and choose Zoom as the platform.
- Turn on Create a meeting for every session automatically.
- Save the offering.
You then no longer enter an Online link. If Zoom is connected neither for the studio nor for the trainer of the offering, the offering shows a notice with Connect with Zoom.
The Create a meeting for every session automatically switch only appears when the addon is active and Zoom is selected as the platform. More on creating offerings under Create an offering.
Using Zoom
Who hosts the meeting
For every session, this order applies:
- If the trainer of the session has connected their own Zoom, the meeting runs on their Zoom. A substitute on the session takes precedence over the trainer of the offering.
- Otherwise it runs on the studio's Zoom.
- If neither is connected, no meeting is created. You then get a notification, see "When a meeting is missing" below.
A Zoom account usually hosts only one meeting at a time. If your sessions run in parallel, it is best if the trainers connect their own Zoom.
Settings for the meetings
Under Zoom Meetings → Settings, you as an admin decide how your studio's meetings are set up. Every change is saved right away and applies to meetings created afterwards. Settings locked in your Zoom account take priority.
Joining and security
- Waiting room: participants wait until they are let in.
- Join before the trainer: Only once the trainer starts, Any time, 5 minutes before, 10 minutes before or 15 minutes before. With a waiting room, Zoom doesn't let anyone in before the trainer.
- Passcode: the passcode is part of the link, your customers don't have to enter anything.
- Only join with a Zoom account: participants need their own Zoom account.
Audio and video
- Mute on entry
- Camera on at start: trainer and Camera on at start: participants
- Dial-in: Computer only or Computer and phone.
Recording
- Record automatically: Off, Local or In the Zoom cloud.
- Trainer may pause the recording
By default, passcode, mute on entry and both cameras are on, dial-in works by computer and phone, and the waiting room and recording are off.
Own settings for an offering
In the offering, Settings for this offering leads to the same fields. Next to it, Studio default is shown as long as the offering uses the studio's settings, and Own settings as soon as you change something. Tap Done and save the offering. With Reset to studio default, the studio's default applies again.
Starting the meeting
Open the session in the Manager. For online sessions with Zoom you see:
- Start meeting: opens Zoom and starts the meeting as host. If there is no meeting yet, Bookicorn creates it at that moment.
- Link for participants: copies the link your customers get. The button appears as soon as the meeting has been created.
Admins and the trainer of the session can start the meeting.
When the meeting is created
Bookicorn creates the meeting as soon as it is needed: with the first booking confirmation, at the latest with the reminder, when a booked session is opened in the Manager, or with Start meeting. Sessions without bookings don't get a meeting. This keeps your Zoom account below Zoom's daily limit for new and changed meetings.
Moving or cancelling a session
- Moving: the link stays the same. Bookicorn enters the new time in Zoom as soon as the link is needed again, for example with the reminder or when you open the session in the Manager.
- Cancelling: if you cancel a session, a series or a block, Bookicorn deletes the meetings in Zoom.
- Cancellation by a customer: the meeting stays in place for the other participants.
Free Zoom
With a free Zoom account, meetings end after 40 minutes and there is no recording in the Zoom cloud. Zoom Meetings shows you this, and recording then happens locally instead of in the cloud. For sessions longer than 40 minutes you need a paid Zoom account.
When a meeting is missing
If Bookicorn can't create a meeting, you get a notification and an email Zoom meeting missing with the reason. In the Manager, the session then shows Zoom meeting missing with Try again. The reasons and what you can do:
- Neither the trainer nor the studio has connected Zoom: connect Zoom under Zoom Meetings, for the studio or as a trainer.
- The connection to Zoom is no longer valid: tap Reconnect under Zoom Meetings.
- Zoom didn't respond just now: Bookicorn tries again with the reminder. You can also tap Try again on the session.
Customers whose confirmation went out without a link get it with the reminder. In the customer app, they see it as soon as the meeting has been created.
If that does not help, write to us at hey@bookicorn.net.
Removing Zoom
Disconnecting Zoom in Bookicorn
Open Zoom Meetings, or as a trainer Personal → My Zoom, and tap Disconnect. Bookicorn revokes its access at Zoom at the same time. Disconnect ends the connection. Existing links stay valid. New meetings then run on the studio's Zoom if it is connected. For meetings created through the disconnected account, Bookicorn can no longer change the time or delete the meeting. You start these meetings directly in Zoom.
Removing Bookicorn in Zoom
You can also remove Bookicorn directly in Zoom: sign in to the Zoom App Marketplace, open Manage → Added Apps, choose Bookicorn and click Remove. Zoom notifies Bookicorn, and the connection ends just like when you disconnect.
What happens to your data
When you disconnect or remove the app, Bookicorn immediately deletes everything it received from Zoom: the access tokens and the email address and user ID of your Zoom account. Meetings that were already created stay in your Zoom account, and their links in your clients' bookings keep working. You can change or delete these meetings directly in Zoom. If you also want the stored meeting links deleted at Bookicorn, write to us at hey@bookicorn.net. More in the privacy policy.
Frequently asked questions
Do my customers need a Zoom account? No, unless you turn on Only join with a Zoom account. The passcode is part of the link.
Who sees the link? Customers who booked the session, plus admins and the trainer of the session in the Manager.
Do changed settings also apply to meetings that already exist? No. Changes apply to meetings created afterwards.
Does this also work with Microsoft Teams or Google Meet? No, currently only with Zoom. For other platforms, you enter a fixed Online link in the offering.
What happens to offerings with a fixed Zoom link? They keep using their link. Only when you turn on Create a meeting for every session automatically does every session get its own meeting.
If the trainer of a session changes, does the meeting move along? No. A meeting that already exists stays in the Zoom account it was created in. Start meeting still works.
Is the link also in the calendar? Yes. The calendar file in the booking confirmation contains the link. With the Calendar Synchronization addon, it also appears in the calendar entry of admins and trainers as soon as the meeting has been created.
What happens if I deactivate the addon? You can then no longer connect Zoom anew or turn on Create a meeting for every session automatically. Meetings that already exist and their links stay valid.