With an appointment type for video calls, every appointment gets a meeting of its own instead of all visitors sharing one link. You choose Zoom, Google Meet or Microsoft Teams, and Funnelforms creates the meeting as soon as an appointment is booked. The link is in the confirmation, in every reminder and in the calendar entry. If someone moves the appointment, the link stays the same and the meeting moves along. If the appointment is cancelled, the meeting goes.
Requirements
- Funnelforms Pro. This feature is not included in Funnelforms Free.
- Funnelforms Pro 5.0.8 or newer.
- For the appointment type the right "Edit forms", for Zoom under Funnelforms → Integrations the right "Change settings".
- An appointment type of the kind Video call, see Create and set up appointment types.
- Google Meet: the appointment type adds its appointments to a connected Google calendar, or to the calendar of the person booked.
- Microsoft Teams: the appointment type adds its appointments to a connected Microsoft calendar, or to the calendar of the person booked. The account needs Microsoft 365 for work or school with Teams.
- Zoom: a Zoom account that you connect under Funnelforms → Integrations.
Where to find it
- In the appointment type: Funnelforms → Appointments → Appointment types tab → Edit, under Kind the choice Video call, below it Video meeting. In a form you reach the same appointment type through the Appointment question → Edit appointment type.
- The accounts: Funnelforms → Integrations, section Video meetings with Zoom, Google Meet and Microsoft Teams.
Features at a glance
| Choice under Video meeting | What happens |
|---|---|
| One link for all appointments | As before: you enter one video link, and every appointment gets the same one. |
| Zoom | Every appointment gets its own Zoom meeting in the account you choose under Zoom account. |
| Google Meet | Every appointment gets its own Google Meet in the event of the Google calendar. |
| Microsoft Teams | Every appointment gets its own Teams meeting in the event of the Microsoft calendar. |
Also:
- The Zoom account of the person booked: with appointment types for several people, each person uses their own Zoom account.
- Connected Zoom accounts under Funnelforms → Integrations, each with Used by, Whose account, Connect Zoom again and Remove Zoom account.
- The appointment's link in the confirmation, every reminder, the calendar file and the calendar entry, for Zoom with the Passcode on a line of its own.
Step by step
Google Meet or Microsoft Teams
- Connect a Google or Microsoft calendar under Funnelforms → Integrations if none is connected yet, see Connect a calendar.
- Open Funnelforms → Appointments → Appointment types tab and click Edit next to your appointment type.
- Choose Video call under Kind.
- Choose Google Meet or Microsoft Teams under Video meeting.
- In the Calendars section, choose the matching calendar under Add appointments to: a Google calendar for Google Meet, a Microsoft calendar for Teams. For appointment types with several people, the calendar of the person booked works too.
- Save the appointment type.
- Book a test appointment through your form and check the link in the confirmation.
Zoom
- Open Funnelforms → Integrations and click Connect Zoom in the Video meetings section.
- In the new window, sign in to Zoom and allow Funnelforms to schedule, move and delete the meetings of your appointments.
- Wait for "Zoom is connected. You can close this window." and close the window. The account then appears under Connected Zoom accounts.
- Open Funnelforms → Appointments → Appointment types tab and click Edit next to your appointment type.
- Choose Video call under Kind and Zoom under Video meeting.
- Choose the connected account under Zoom account. For appointment types with several people you can choose The Zoom account of the person booked.
- Save the appointment type and book a test appointment.
How it works
When is the meeting created?
As soon as an appointment is confirmed. If a booking waits for your confirmation, it gets its meeting afterwards. With appointment types that book several people for one appointment, they all share one meeting.
What happens when an appointment is moved or cancelled?
When it is moved, the link stays the same and the meeting gets the new time. When it is cancelled, Funnelforms deletes the Zoom meeting; Google Meet and Teams go with the calendar entry. If an appointment goes to another person whose own Zoom account holds the meetings, Funnelforms creates the meeting anew in their account and deletes the old one.
What is in the e-mails?
The meeting's link is the location in the confirmation, in every reminder, in the calendar file and in the calendar entry. The placeholder {{booking:location}} holds the link for these appointment types. For Zoom the passcode is on a line of its own, for example "Passcode: 123456". More about the e-mails in Notifications and reminders for appointments.
Which data goes to Zoom?
Only the name of the appointment type, start, duration and time zone, nothing about the visitor. Signing in to Zoom goes through Funnelforms; your website creates the meetings directly in your Zoom account. The access is stored encrypted on your website. Google Meet and Teams need no connection of their own and no new permissions, because they come with the calendar entry.
What happens if no meeting can be created?
If the account is missing or cannot hold such meetings, for example a personal Microsoft account without Teams, the e-mails still go out. They then name the location of the appointment type, that is the fixed video link if one is entered. Funnelforms retries short outages at Zoom, Google or Microsoft by itself.
Best practices
- After every change to the appointment type, book an appointment yourself and open the link from the confirmation.
- Also enter a fixed video link in the appointment type. It applies if a meeting cannot be created once.
- With Teams, let each person connect their own account and calendar if several people take appointments.
Troubleshooting
| Problem | Cause | Solution |
|---|---|---|
| "Google Meet needs a Google calendar for the appointments. …" | The appointment type does not add appointments to a Google calendar. | Choose a Google calendar under Calendars, or the calendar of the person booked. |
| "Microsoft Teams needs a Microsoft calendar for the appointments. …" | The appointment type does not add appointments to a Microsoft calendar. | Choose a Microsoft calendar under Calendars, or the calendar of the person booked. |
| "Connect Zoom under Funnelforms → Integrations, then choose the account here." | No Zoom account is connected yet. | Click Connect Zoom under Funnelforms → Integrations. |
| "Zoom cannot be connected through Funnelforms yet. …" | Signing in to Zoom through Funnelforms is not switched on yet. | Try again later. Google Meet and Teams already work. |
| "Funnelforms needs the right to schedule Zoom meetings. Connect again and allow it." | The right was not granted when signing in. | Click Connect Zoom again and allow the access. |
| "Sign in to … again so Funnelforms can schedule meetings for your appointments." | The access to Zoom has run out. | Click Connect Zoom again. |
| The e-mail has no Teams link. | The Microsoft account has no Teams for work or school. | Use a Microsoft 365 account with Teams, or choose Zoom or Google Meet. |
Tips
- If you remove a Zoom account, the meetings already scheduled stay in Zoom. Appointment types that used the account then show "Choose an account" again.
- Used by shows for every Zoom account which appointment types use it.
- Team members can connect their own Zoom account. Then choose The Zoom account of the person booked in the appointment type.
FAQ
Do I need a connection of its own for Google Meet or Teams? No. Both come with the calendar entry. A connected Google or Microsoft calendar is enough.
Can I keep using one fixed link for all appointments? Yes, with One link for all appointments. The appointment type then works as it did before 5.0.8.
Does Zoom see who booked? No. Only the name of the appointment type, start, duration and time zone go to Zoom.