> This is a page from the ElevenLabs documentation. For an index of the documentation, fetch https://elevenlabs.io/docs/llms.txt.

# 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](/docs/reception-ai/integrations/zoom-phone).

> **Note**
>
> 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](/docs/reception-ai/receptionist/rules-and-procedures), 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](/docs/reception-ai/receptionist/testing) 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**.

### Send it from your booking procedure

Open **Teach your receptionist** and edit your booking procedure. Add a step such as: "After booking @Online consultation, send the client the Zoom link with @send_custom_email." Type **@** to insert the service and the **send_custom_email** tool as references.

### Test it

[Test your receptionist](/docs/reception-ai/receptionist/testing) by booking the online service with your own email address.

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.

## Troubleshooting

| Problem                                       | What to check                                                                                               |
| --------------------------------------------- | ----------------------------------------------------------------------------------------------------------- |
| The client didn't get the link                | The client needs an email address on file, and client notifications must be sent by email, not only by SMS. |
| The link isn't clickable                      | Paste the full link, starting with `https://`.                                                              |
| Clients are asked for a passcode              | Embed the passcode in the invite link in Zoom, and copy the link again.                                     |
| A client joined during someone else's meeting | Turn on the waiting room for your Personal Room.                                                            |
| The custom procedure email isn't sent         | The procedure must reference **send_custom_email**, and the client needs an email address.                  |