Overview
Connect your Zoom account to Untap Bookings and every booked session gets a Zoom meeting link automatically. Whether you book a session for a participant or they book it themselves, the Zoom link appears in the session details and in the calendar invitations sent to everyone involved.
This guide covers three things: connecting your Zoom account, using the integration day to day (as an admin and as a participant), and disconnecting your Zoom account.
1. Connect your Zoom account
Link your organization's Zoom account to Untap so the platform creates Zoom meetings for bookings automatically. Hosts and participants no longer need to create and share meeting links themselves.
Before you start: you'll need an active Zoom account and admin access to the Bookings module in Untap.
Open the Bookings module and click Setup.
Select the Settings tab, then General Settings.
Under Video Conference Integration, find Zoom and click Connect.
Sign in to Zoom when prompted and approve the permissions Zoom requests for Untap. You'll return to the Settings page once that's done.
Check that the Zoom row now shows Connected, along with the linked Zoom account's email address.
Good to know: one video conferencing provider (Zoom, Google Meet or Microsoft Teams) can be active at a time. If you connect Zoom while another provider is active, Zoom replaces it for future bookings. |
Having trouble connecting? See Troubleshooting below.
2. Use the integration
2.1 Admin: book a session for a participant
You can schedule a session between a participant and a host straight from the Participants list, without the participant having to book it.
Before you start: connect Zoom (see section 1) and make sure at least one host has set their availability.
In the Bookings module, open Participants.
Select the participant you want to book a session for.
Click Book in the toolbar. The Booking dialog opens.
Choose Book Host or Book Session.
Under Select Host, choose the host.
Under Select Date and Time, pick a date and one of the Available Slots. To book outside the host's set hours, tick Override Host Availability.
Optionally, tick Override Email Template to customize the email for this booking.
Click Book to confirm.
Participants list: select a participant and start the booking.
Once you confirm, Untap creates a Zoom meeting link, adds it to the session details, and sends calendar invitations with the link to the host, the participant and the admin.
You can view, edit or cancel any booking later from the Bookings tab.
2.2 Participant: book a session with a host
Participants can also browse your hosts and book a session themselves, with no admin involvement.
Before you start: Zoom must be connected on the admin side, and the chosen host must have availability set.
On your public site, the participant opens the booking page and browses the available hosts.
They open a host's profile and choose Book a Session.
They pick an available date and time, based on the host's live availability.
They complete and confirm the booking.
Choosing a date and time during the booking.
Just like admin bookings, Untap creates a Zoom meeting link once the booking is confirmed and sends a calendar invitation with that link to the participant, the host and the connected account admin. Participants don't need to do anything in Zoom: the link works straight from the calendar invite or the session details in their account.
3. Disconnect your Zoom account
Disconnect Zoom when you want to stop using it for future bookings, either to switch providers or to remove Untap's access to your Zoom account.
In the Bookings module, open Setup → Settings → General Settings.
Under Video Conference Integration, find the Zoom row and click Disconnect.
Confirm when prompted.
What happens when you disconnect:
Untap's access token for your Zoom account is revoked immediately, and the stored connection details (linked account email and access token) are deleted from Untap's systems.
New bookings won't get Zoom meeting links until you reconnect Zoom (or connect another provider).
Existing bookings that already have a Zoom link, and calendar invitations already sent, stay as they are. Only future bookings are affected.
Untap never stores Zoom meeting content (recordings, chat and so on). Only the meeting URL is kept as part of the booking record, for session history.
Troubleshooting
The Connect button doesn't respond: refresh the Settings page and try again. Before you click Connect, make sure you're signed in to Zoom with the account you want to connect.
The wrong Zoom account is connected: disconnect it (see section 3) and connect the correct one.
A booking has no Zoom link: check that the Zoom row in Setup → Settings → General Settings still shows Connected. If it's disconnected, reconnect it. Bookings made while Zoom was disconnected won't have a Zoom link.
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