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Overview

When Zoom is connected, VisaFlo creates a Zoom meeting for every video consultation booked through your booking page and sends the join link to you and the client. Your upcoming Zoom meetings are also treated as busy time, so clients cannot book over them. Zoom is one of the options for online meeting links. If you prefer, video consultations can use Google Meet or Microsoft Teams from the calendar that receives your booking events instead.

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Before you start

  • You need a Zoom account. Any Zoom plan works; meetings created by VisaFlo follow your plan’s meeting limits.
  • You need a consultant profile with a booking page. See Calendar for setup.
  • If the Zoom option is not visible in your workspace yet, it has not been enabled for your account. Contact info@vflo.app.

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Connect your Zoom account

  1. Go to Settings > Integrations.
  2. Under Calendar & Meeting Integrations, find Zoom and click Connect.
  3. Sign in to Zoom and approve the requested permissions. VisaFlo asks to read your profile, list and read your meetings, and create and delete meetings.
  4. You are returned to VisaFlo. Your Zoom account appears under Active Connections with a green check.
Connect the Zoom account that should host the consultations. The join links are created on that account, and its scheduled meetings are the ones used for conflict checking.
  1. Go to Settings > Consultation > Availability.
  2. Under Calendar routing and meeting links, set Create online meeting links with to Zoom.
  3. If you connected more than one Zoom account, choose which one to use, or leave Auto-select Zoom account.
  4. Click Save availability.
Booking events still go to the calendar chosen under Create booking events on. Zoom only supplies the meeting link.

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What happens on a booking

  • New video booking: VisaFlo creates a scheduled Zoom meeting on your account at the booked time, with the waiting room on and join-before-host off. The join link is included in the confirmation email to the client and in your calendar event.
  • Reschedule: the original Zoom meeting is deleted and a new one is created at the new time. The client receives a new link.
  • Cancellation: the Zoom meeting is deleted.
  • In-person bookings: no Zoom meeting is created.

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Conflict checking with Zoom

Under Check conflicts against, your Zoom account is listed alongside your calendars. When it is included, any scheduled Zoom meeting on that account, whether created by VisaFlo or directly in Zoom, blocks that time on your public booking page. Instant meetings and recurring meetings with no fixed time are not counted.

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Disconnect Zoom

Do either of the following:
  • In VisaFlo, go to Settings > Integrations and click the delete icon next to the Zoom account.
  • In Zoom, remove VisaFlo from your account’s installed apps.
In both cases VisaFlo deletes the stored access tokens and Zoom account identifiers. Bookings made before disconnecting keep their existing join links, but VisaFlo can no longer update or delete those meetings, so remove them in Zoom if a booking is later changed. If your Availability settings still point to Zoom after disconnecting, VisaFlo falls back to Google Meet or Teams from your booking calendar and shows a Connect Zoom prompt until you reconnect or switch the setting.

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Troubleshooting

  • “Application not found” when connecting: the Zoom integration is not yet available for accounts outside VisaFlo’s own Zoom workspace. Contact support.
  • No link in the confirmation email: check that Create online meeting links with is set to Zoom and saved, and that the Zoom account shows as connected under Integrations.
  • Meeting shows at the wrong time in Zoom: confirm the timezone under Availability matches the one on your Zoom profile. Meetings are created in your Availability timezone.
  • Personal Microsoft accounts: if your booking calendar is a personal Outlook.com or Hotmail account, Microsoft does not allow Teams links to be created. Use Zoom or a Google Calendar for video consultations in that case.