Zoom integration: connecting, using and removing

When the Zoom integration is connected, Piyzi automatically creates a meeting in your own Zoom account for every appointment you mark as online and shares the join link with your customer. If you move the appointment the meeting time is updated; if you delete it the meeting is deleted too.

Prerequisites

• A Piyzi account with an active subscription.

• The Entegrasyonları yapabilir (manage integrations) permission in your role, or being the business owner. The Entegrasyonları görebilir (view integrations) permission is enough to open the Pi Store page, but without Entegrasyonları yapabilir clicking the card does not open the window.

• A Zoom account that can create meetings. Free Zoom accounts work; the duration limit of the free plan is enforced by Zoom.

• Meetings are created in the Zoom account you connect. Piyzi does not place its own account in between.

Adding the app

1. 1

   Open Pi Store

   In the left menu, open My Business → Pi Store.

2. 2

   Open the card

   Click the Zoom card under the Online Meeting heading.

3. 3

   Connect with Zoom

   Press Connect with Zoom at the bottom of the window. Zoom's authorisation screen opens in the same tab; sign in to your Zoom account and approve the requested permissions.

4. 4

   Check the connection

   When you return to Piyzi, the Zoom card shows Connected.

Requested permissions

• Create meetings: to set up the meeting when an online appointment is saved.

• Update meetings: to change the meeting time when the appointment is moved to another time or day.

• Delete meetings: to remove the meeting when the appointment is deleted.

• Read account info: to recognise the connected Zoom account; when you remove the app from Zoom, the notification Zoom sends is matched to the right business with this information.

Meeting content, recordings and participant data are never accessed or stored.

Using the app

1. 1

   Open the appointment window

   Choose Create → Create Appointment in the top bar, or click an empty slot in the calendar. Pick the customer, staff, service, date and time as usual.

2. 2

   Turn on Online Appointments

   In the last step, turn on the Online Appointments toggle. Under Meeting Platform, choose Zoom. It is already selected if only Zoom is connected; if Google Calendar is connected too, Google Meet is selected, so click Zoom.

3. 3

   Ask for the link to go by SMS

   If you turn on Notify by SMS in the Notification and Reminder Settings section, the join link is added to the notification SMS sent to the customer. This toggle starts off on every appointment.

4. 4

   Save

   Press Save; the Zoom meeting is created at that moment.

Where the link appears and how it reaches the customer

• In the calendar, the detail that opens when you click the appointment has a “Join Zoom” button that opens the join link. The link also sits on the related sales card, in the green “Zoom” tag on the service row.

• The meeting is created without a waiting room; your customer can join before you do.

• If Notify by SMS is on, the notification SMS contains a “Görüşme Linki” (meeting link) line and a link to the customer's appointment page. On that page the customer sees a “Toplantıya Katıl” (join meeting) button.

• If Remind by SMS is on, the reminder SMS sent one hour before the appointment does not contain the link; the customer reaches it from the first SMS or from the appointment page.

• In your automations you can put the link in your own message with the {gorusmeLinki} (Online meeting link) variable; it is available in the When an Appointment Is Created, When You Approve an Appointment, When an Appointment Is Rescheduled and When an Appointment Is Approaching triggers. If your When an Appointment Is Created automation sends the customer an SMS or WhatsApp message straight away: when its message uses this variable the notification SMS is not sent in addition; otherwise the notification SMS is still sent so the link isn't lost.

Moving, cancelling and deleting

• When you move the appointment to another time or day, the meeting time is updated; no second meeting is created and the link stays the same. If you move only one of the services of the same visit to another day, the time of the shared meeting does not change and the link keeps working.

• Setting the appointment's status to Cancelled does not delete the Zoom meeting; it stays in your Zoom account. Delete it in Zoom by hand if you wish.

• When you delete the appointment or the sales card, the meeting is deleted from Zoom too. When you delete an appointment that has not happened yet (Not set or Pending), the Delete and notify / Delete without notifying choice only decides whether the customer is told; the meeting is deleted either way. The services of one visit share a single meeting; it is removed when the last service using it that has not been cancelled is deleted.

• For recurring appointments a single Zoom meeting is used for the series and the whole series joins with the same link. In Piyzi the join button and the link on the sales card appear on the first appointment of the series.

Removing the app

1. 1

   Open the window

   On the My Business → Pi Store page, click the Zoom card.

2. 2

   Disconnect

   Press Disconnect Zoom and confirm with Yes, disconnect in the “Are you sure?” window. The Pi Store page reloads and the card shows Not Connected.

• Piyzi revokes the authorisation on Zoom's side as well and deletes the stored access and refresh tokens.

• No Zoom meetings are created for new appointments.

• Meetings that were already created remain in your Zoom account; Piyzi no longer updates or deletes them.

• Join links already sent to customers continue to work.

• You can reconnect at any time by following the same steps.

You can also remove the app from Zoom: in your Zoom account go to Marketplace → Manage → Installed Apps → Piyzi → Remove. Zoom then notifies Piyzi; Piyzi deletes the stored tokens and the card shows “Not Connected” in Pi Store.

Troubleshooting

• The card does not show “Connected”: if you came back from Zoom's screen without approving, no connection was made. Open the Piyzi panel again and repeat the connection steps.

• Clicking the card opens nothing: your role does not have the Entegrasyonları yapabilir (manage integrations) permission; ask the business owner.

• A warning appears instead of the Meeting Platform: with Online Appointments on, the warning “To generate a meeting link, connect the Google Calendar or Zoom integration from Pi-Store…” means no meeting integration is connected; the appointment is created without a link.

• No join link was created: the appointment is still saved, but its detail shows no Join Zoom button. Make sure Online Appointments is on and Zoom is selected under Meeting Platform.

• New appointments get no link: if the Zoom account password changed or the app was removed on Zoom's side, the authorisation is dropped. If the card still shows “Connected”, press Disconnect Zoom first and then Connect with Zoom; if it shows “Not Connected”, simply connect again.

• The customer did not receive the link: check that Notify by SMS was on for the appointment and check the customer's phone number. Of Piyzi's own SMS messages, only the notification SMS sent when the appointment is created carries the link; to send it in other messages too, use the {gorusmeLinki} variable in your automations.