Zoom
Your receptionist books online appointments in Reception.ai’s own calendar, and your clients get the Zoom link in their confirmation and reminder emails. There is no direct Zoom connection, so Reception.ai can’t create a separate Zoom meeting for each booking. Instead, you add one fixed link, such as your Zoom Personal Room, to your booking emails. For calls on a Zoom Phone number, see Zoom Phone.
Every client gets the same link. Turn on the waiting room for that meeting, so a client who joins early waits until you let them in, and doesn’t walk into the previous appointment.
Set up
Get your Zoom link
Sign in to the Zoom web portal, open Meetings, and select the Personal Room tab. Select Edit, turn on the waiting room, and save. Copy the meeting’s invite link. If your account uses passcodes, turn on the option to embed the passcode in the invite link, so clients can join in one click.
Add the link to the confirmation email
In Reception.ai, go to Settings → Notifications and open the Email tab. Under Email templates, select Edit confirmation email. In the booking details table, select Add row, type Zoom link as the label, and paste the full link, starting with https://, as the value. Select Save.
Add the link to reminders
Add the same row in Edit appointment reminder email. If your reminders use Ask client to confirm, add it in Edit confirmation request email too. The reschedule email has no details table, so in Edit reschedule email, add the link to the message text instead.
Collect every client’s email
Your receptionist offers a confirmation email, and callers can say no. If all your appointments are online, add a strict rule, for example: “When booking, always ask for the caller’s email address so we can send them the Zoom link.” Check that Clients booking notifications and Appointment reminders are on and sent by email in the notification settings.
Test it
Test your receptionist by booking an appointment with your own email address. The confirmation email shows the Zoom link.
If you also offer in-person appointments
The booking email templates apply to every booking. If only some services are online, leave the templates as they are, and send the link with the custom procedure email instead:
Write the email
In Settings → Notifications → Email, select Edit custom procedure email. Write a short message with your Zoom link and how to join. Select Save.
The custom procedure email has no placeholders, so it can’t include the appointment’s date or time. The client still gets the usual confirmation for those. Your receptionist asks for an email address first if the client has none on file.
Limitations
- One link for all bookings. Booking emails can’t hold a different link per service, staff member, or appointment.
- SMS confirmations and reminders use preset message styles, so they don’t include your link. Clients need email to receive it.
- Zapier’s Zoom app has a Create Meeting action, but the link it returns can’t be added to Reception.ai’s booking emails, so it isn’t covered here.