Solo and Pro plans. Video meetings and calendar connections come with the Solo and Pro plans. Compare the plans.

When you need it

You hold consultations over Zoom, such as a first meeting with a new client, and want each booking to get its own meeting link.
You want the link in the customer's confirmation email without copying it in by hand.
You want the meeting moved when the booking is moved, and deleted when it is cancelled.

Before you start

You need a Zoom account where you are the owner or an admin (or hold the “Server-to-Server OAuth app” View and Edit role permissions). A paid plan (Zoom Pro or above) is recommended.
This is done once, by the business. Team members never make apps or keys.
Keep CaliDiary → Settings → Integrations → Video and calendar open in another browser tab, so you can paste the details as you go.

Step by step

Go to marketplace.zoom.us and sign in with the Zoom account your business uses.
Click Developers (lower left). This opens Created Apps. Click + next to Developer, then Build an app.

[Screenshot to come] It will show: Created Apps open, with Developers (lower left) highlighted and the + next to Developer and Build an app visible.

Zoom's Created Apps page with the button to build a new app (Zoom App Marketplace → Developers → Created Apps)
Choose Server-to-Server OAuth app, then Create. Give it a name you will recognise, such as “Our bookings”.
On App credentials, copy the Account ID, Client ID and Client Secret. In CaliDiary, open Settings → Integrations → Video and calendar and paste them into the Zoom section's Account ID, Client ID and Client secret boxes.

[Screenshot to come] It will show: The app's App credentials page showing the Account ID, Client ID and Client Secret boxes, values blurred.

Zoom's App credentials page with the Account ID, Client ID and Client Secret, blurred (Zoom App Marketplace → the app → App credentials)
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Back in Zoom, fill in Information:
- a short description, such as “Creates Zoom meetings for bookings made on our website”;
- your company name;
- your name and email as the developer contact.
On Feature, leave everything off. You don't need the Secret Token. Click Continue.
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On Scopes, click + Add scopes, then Meeting, and tick these four:
- meeting:write:meeting:admin (create a meeting);
- meeting:read:meeting:admin (view a meeting);
- meeting:update:meeting:admin (change a meeting when a booking is moved);
- meeting:delete:meeting:admin (delete a meeting when a booking is cancelled).
Click Done, add a short scope description, then Continue.
[Screenshot to come] It will show: The Scopes page listing the four scopes meeting:write:meeting:admin, meeting:read:meeting:admin, meeting:update:meeting:admin and meeting:delete:meeting:admin.

Zoom's Scopes page with the four meeting scopes added (Zoom App Marketplace → the app → Scopes)
On Activation, fill in any developer details Zoom asks for, then click Activate your app.
In CaliDiary, press Save Zoom, then Test connection. When it works you see “Connected to Zoom. Booking set-ups can now make Zoom meetings.” and the Connected label.

[Screenshot to come] It will show: The Zoom section with the Connected label, the three boxes filled (secret shown as Saved: …last characters), the success notice “Connected to Zoom. Booking set-ups can now make Zoom meetings.”, and Save Zoom, Test connection and Remove.

CaliDiary's Zoom settings showing Connected after Test connection (Settings → Integrations → Video and calendar (Zoom))
Choose Zoom as the Video meeting in each appointment booking set-up that should have Zoom links. See Video meetings in booking set-ups.

Who hosts the meetings

Meetings are made from the business's Zoom app. Each meeting is made for the person booked when their email address is a user on your Zoom account; otherwise it is made for the Zoom user who made the app.

Team members and Zoom

Someone who is a user on your business's Zoom account has nothing to connect. Their meetings are made from the business's Zoom account, and they host them. Their card says “Your Zoom meetings use the business's Zoom account”.
Someone whose Zoom is a completely separate Zoom account can connect it with Connect Zoom when the business's Zoom app allows other accounts. If it can't sign them in, they can make their own small Zoom app in their own Zoom account and paste its keys into their own profile, following the guide shown there. CaliDiary shows only the option that fits.

Zoom gives meeting links only: it has no calendar. To put bookings in a calendar, connect Google or Microsoft as well (see Connect your own calendar).

Removing Zoom

Remove in the Zoom section asks “Remove the Zoom details? New bookings won’t get Zoom meetings. Meetings already made stay in Zoom.” Choose Yes, remove to go ahead.

Tips

Test connection stays greyed out until you have saved all three details with Save Zoom.
Zoom shows the Client Secret again on App credentials if you need it, but keep it private: anyone with it can make meetings on your account.
Zoom allows 100 meetings to be made or changed per user per day. If that is reached, CaliDiary tries again later and the booking still stands.
Zoom sometimes renames its menus. If a name here doesn't match, look for the nearest one: the app type is always “Server-to-Server OAuth”.
The free Zoom Basic plan hasn't been tested with CaliDiary. Zoom says meetings on Basic stop at 40 minutes, so Zoom Pro or above is recommended.

Common problems

“Zoom didn’t accept these details. Check the Account ID, Client ID and Client Secret are from the same Server-to-Server OAuth app, and that the app is activated.”

One of the three details is wrong, from a different app, or the app isn't activated yet. Copy all three again from App credentials, make sure Activate your app has been clicked, then press Save Zoom and Test connection.

“Connected, but the app is missing these scopes: …”

Open the app's Scopes page in Zoom, add the scopes named in the message (the four meeting:…:admin scopes above), then press Test connection again.

“Zoom couldn’t be reached: …”

Your website couldn't contact Zoom. Wait a few minutes and try again. If it keeps happening, ask whoever looks after your website whether it can connect to the internet.

Test connection can't be pressed

Fill in the Account ID, Client ID and Client secret and press Save Zoom first.

The Secret needs entering again label shows

The saved secret can't be read, usually because the website's security keys (in wp-config.php) changed. Paste the Client Secret again and press Save Zoom.

Connect Zoom