Online meetings with Zoom and Google Meet

NimoBooking can create a Zoom meeting or a Google Meet room for every video appointment your team takes, and email the join link to your customer. This page explains how to set it up, how it behaves, and how to remove it again.

Each team member connects their own Zoom or Google account. Only the account holder can agree to share access, so an admin cannot connect an account on someone else's behalf.

Before you start

For a team member to connect an account, all of these need to be true:

Your business's plan includes Automatic Zoom & Google Meet rooms. Ask your admin if you are not sure. (Pasted room links, described under Using online meetings, work on every plan.)
Your business has turned on Offer online meetings (an admin does this under Settings, in the Booking group, on the Online meetings page).
Some services are marked Online (video call) under How is this delivered? in the service editor. Customers who book those services can meet by video.
You are a team member who takes appointments. Customers and admins who do not take appointments will not see the Connect button.
You have a Zoom account, or a Google account with Google Calendar.

Adding Zoom

Sign in to NimoBooking and open your account settings.
In the Sync group, choose Online meetings.
On the Zoom row, press Connect.
Zoom opens and asks whether NimoBooking may access your account. Sign in to Zoom if asked, check the permissions, and allow them.
You return to NimoBooking, where you see "Connected. New online appointments will get their own room." and the Zoom row reads "Connected as" followed by your Zoom email address.

NimoBooking asks Zoom for permission to:

create meetings, so an online appointment gets its own room;
update meetings, so the room moves when the appointment is rescheduled;
delete meetings, so the room is removed when the appointment is cancelled;
read meetings, so we can check a room we made still exists;
read your basic profile, so we can show which Zoom account is connected.

If something goes wrong, see Troubleshooting.

Adding Google Meet

Sign in to NimoBooking and open your account settings.
In the Sync group, choose Online meetings.
On the Google Meet row, press Connect.
Google opens and asks whether NimoBooking may access your account. Choose your account, check the permissions, and allow them.
You return to NimoBooking, where the Google Meet row reads "Connected as" followed by your Google email address.

NimoBooking asks Google for three permissions:

openid and email, so we can show which Google account is connected;
calendar.events.owned, which lets NimoBooking create, change and delete events on calendars you own. We use it only to create the calendar event that carries the Google Meet link for an appointment, move it when the appointment moves, and delete it when the appointment is cancelled.

Each appointment becomes an event on your primary Google Calendar. No attendees are invited and Google sends no emails: your customer receives their link from NimoBooking. NimoBooking does not read your other events.

If something goes wrong, see Troubleshooting.

Using online meetings

A room for every online appointment

Use case: a customer books a video appointment and you want a join link without creating it yourself. Needs: everything under Before you start, plus a connected account.

Once a customer confirms an online appointment, NimoBooking creates the room within a couple of minutes. A Zoom meeting has its waiting room on and does not let people join before you. A Google Meet room is an event on your primary calendar.

Choosing which account rooms are created on

Use case: you have connected both Zoom and Google Meet. Needs: two connected accounts.

When two accounts are connected, a Create rooms on choice appears. Pick Zoom or Google Meet, or leave it on Decide for me.

Starting the meeting as host, or joining as a guest

Use case: you are about to meet a customer. Needs: an online appointment assigned to you with its room ready.

Open the appointment. Under Online video call, press Start meeting to open the room as the host (for Zoom this is the host link; Google Meet opens the normal link). Join as guest opens the same room the way your customer sees it.

Rescheduling, reassigning and cancelling

Rescheduled: the room moves to the new time and the link stays the same.
Given to a different team member: a new room is created on their account, the customer gets the new link by email, and the old room is deleted.
Cancelled (or marked a no-show): the link is removed from the booking and the room is deleted from Zoom or Google.

Group appointments

A group appointment shares one room, created on the organiser's booking. It is only deleted when nobody in the group is still coming.

When no room can be created

Use case: a team member has not connected an account, or the connection has stopped working. Needs: a pasted room link.

NimoBooking falls back, in this order, to the team member's own Fallback room link (an admin sets it on the Team page, by editing that team member's profile, under Online meetings) and then to the business's Shared meeting room (on the business's Online meetings settings page). These accept a Zoom, Google Meet or Microsoft Teams link starting with https://. If there is none, your customer is told the business will be in touch.

What your customer receives

A confirmation email straight away. If the room is not ready yet it says the link is being set up.
A second email, "Your video call is ready", with a Join button and an updated calendar file.
Their usual reminders, which include the link.
A Join button on their booking when they are signed in to their account, until the appointment is over.

Join links are sent by email. The public booking confirmation page never shows the link.

Removing the app

Step 1: disconnect in NimoBooking

Open your account settings, choose Online meetings in the Sync group, and press Disconnect next to Zoom or Google Meet. NimoBooking asks the provider to cancel its access, then deletes what it stored (see below).

Step 2: remove it on Zoom or Google (optional)

Zoom: in the Zoom App Marketplace choose Manage, then Added Apps, find NimoBooking and press Remove. Zoom tells NimoBooking straight away, and we immediately delete what we stored for that Zoom account.
Google: go to myaccount.google.com, then Security, then Your connections to third-party apps & services, find NimoBooking and remove access. Google does not tell us, so NimoBooking notices the next time it needs access and then asks you to reconnect. Press Disconnect in NimoBooking to delete the stored details straight away.

What happens when you remove it

No new rooms are created on that account.
Upcoming appointments that still need a room use the fallback room described above, or the customer is told the business will be in touch.
Rooms already created, and links already sent, keep working. NimoBooking can no longer move or delete them, so a rescheduled appointment gets a room somewhere else and a cancelled one leaves its room in Zoom or Google for you to delete if you wish.

What we delete, and what stays

When you disconnect, or when Zoom tells us you removed the app, NimoBooking immediately deletes the stored access and refresh tokens, your Zoom or Google account email and account ID, and the permissions you granted. Deleting your NimoBooking account deletes the connection as well.

The join links already attached to appointments stay. They are part of the business's booking records, not part of your connection.

To ask for anything else to be deleted, contact support. See also our privacy policy.

The data we store

Your access and refresh tokens, stored encrypted.
The email address and account ID of the Zoom or Google account you connected, and the permissions you granted.
For each online appointment: the meeting ID and join link, and for Zoom the meeting passcode (stored encrypted).

NimoBooking reads nothing else from Zoom or Google: not your contacts, not your other meetings, not your other calendar events. Our use of information received from Google APIs follows the Google API Services User Data Policy, including its Limited Use requirements. See our privacy policy for the rest.

Troubleshooting

I cannot see a Connect button.: Either you are not a team member who takes appointments (only they can connect an account: "Only team members who take appointments can connect a meeting account"), or the Online meetings page is missing from the Sync group for the same reason. Ask your admin to check your team profile.
"Connecting a meeting account isn't available yet" or "Connecting this provider isn't available yet".: The platform has not switched that provider on yet. Until it does, your online appointments use the fallback room.
"Your business's plan doesn't include automatic meeting rooms.": Your plan does not include Automatic Zoom & Google Meet rooms. Ask your admin about upgrading, or use a pasted room link.
"This connection attempt has expired", "has already been used" or "belongs to a different user".: The connection was started more than 15 minutes ago, was used twice, or was started by someone else. Go back to Online meetings and press Connect again, using the same browser and signing in as yourself.
"Zoom refused the connection" or "Google refused the connection".: The provider did not accept the request. The reason follows the message. Try again, and check that you allowed every permission on the consent screen.
"Zoom didn't grant ongoing access" or "Google didn't grant ongoing access".: The provider did not give NimoBooking lasting access. Press Connect again and allow every permission when asked.
"Needs reconnecting".: The provider no longer accepts NimoBooking's access, for example because it was removed on the provider's side or your password changed. Press Reconnect.
"We couldn't set up your video link.": This is what a customer sees when no room could be made and there is no fallback room. The business is told with a "No video link" notice. Connect an account, or add a fallback room link or a shared meeting room.
My Google Meet events do not appear on my calendar.: They are created on your primary Google Calendar, not on other calendars you may own. Check that the connected Google account is the one whose primary calendar you are viewing.

Getting help

Still stuck? Contact NimoBooking support and tell us which provider you were connecting and any message you saw.