You’ve got people who need to book time with you. You want those meetings to happen on Zoom, without a mess of copy-pasting links or sending a hundred emails. This is for anyone who wants to set up a straightforward, reliable flow: someone books you via Appointlet, and a Zoom link goes out automatically. No more missed invites, double bookings, or “uh, where’s the meeting link?” moments.
Sound good? Let’s get you set up—step by step, with honest notes on what matters and what you can ignore.
Why bother integrating Appointlet with Zoom?
Here’s the blunt truth: manually sending Zoom invites after every booking is a waste of time. Integrating the two means:
- Everyone gets the right Zoom link automatically.
- No manual work, fewer mistakes.
- Your bookings and meetings actually match up.
If you do most of your meetings online, this is a no-brainer. But if you only use Zoom once in a blue moon, it’s probably more effort than it’s worth.
What you need before you start
Before you dive in, make sure:
- You have a working Appointlet account (any plan, including free)
- You’ve got a Zoom account (free or paid—either works)
- You’re able to log in as the admin/owner for both accounts (no point going further if you can’t connect the two)
That’s it. No secret handshake or premium tier required.
Step 1: Log in and prep your accounts
This is basic, but don’t skip it:
- Sign in to Appointlet. Double-check you’re using the right account, especially if you handle bookings for more than one organization.
- Sign in to Zoom. Again, use the account you want meetings created under. If you’re switching between personal and work Zooms, be careful—once you connect, meetings will show up under whatever account you’re logged in as.
Pro tip: Don’t use a shared Zoom account unless you’re OK with everyone’s meetings landing in the same place. For most people, stick to your own login.
Step 2: Add Zoom as your meeting location in Appointlet
Here’s where things start to click:
- In Appointlet, go to your dashboard.
- Click on “Meeting Types” (this is what people will actually book with you).
- Choose an existing meeting type or create a new one.
- Under “Location,” select Add Location or edit your existing location.
- Pick Zoom from the list of location options.
- You’ll be prompted to connect your Zoom account.
Appointlet will ask for permission to access your Zoom. This is so it can create meetings and pull the right info. Read what you’re agreeing to—there’s nothing sketchy, but it’s your data.
Step 3: Authorize the Zoom connection
This bit’s straightforward, but can be a little clunky depending on how Zoom feels that day:
- A Zoom login window will pop up (or a new tab).
- Log in with your Zoom credentials if you’re not already.
- Zoom will ask you to authorize Appointlet. Click Allow.
Heads up: If you’re part of a larger org, your Zoom admin might have locked down app integrations. If you see a message saying you can’t connect, you’ll need to ask your admin to allow Appointlet.
Once you authorize, you’ll be sent back to Appointlet. Now Zoom is listed as a meeting location for this meeting type.
Step 4: Configure your meeting settings
Don’t just leave defaults—set things up the way you (and your clients) actually want:
- Duration: Set your meeting length. Keep it realistic—nobody likes a “30-minute” call that always runs to 90.
- Buffer time: Give yourself breathing room between meetings. Otherwise, you’ll end up with back-to-back Zoom calls and zero time to pee.
- Availability: Set your working hours, or you’ll find people booking you at 7 a.m. on a Saturday.
Check that your Zoom location is set as the default for this meeting type. If you offer in-person and Zoom, you can add both and let people choose.
Step 5: Test the booking flow (seriously, do this)
Don’t assume it works—test it. Here’s how:
- Open your Appointlet booking page in a private/incognito browser window.
- Book a test meeting with yourself, using a different email if possible.
- Check that:
- You (the host) get a calendar invite with the Zoom link.
- The attendee gets a calendar invite with the Zoom link.
- The Zoom meeting shows up in your Zoom account’s upcoming meetings.
If anything’s missing, go back and check your configurations. Nine times out of ten, it’s a small setting you missed.
Pro tip: Save the test invite and try joining the Zoom call from both links. Make sure it actually works—occasionally, account conflicts can create broken links.
Step 6: Fine-tune notifications and calendar sync (optional, but worth it)
Appointlet can send email reminders to both you and your attendees. Take a minute to:
- Customize confirmation/reminder emails if you want to add more details.
- Make sure calendar sync is enabled for your Google/Outlook calendar, so bookings don’t clash with existing events.
You can ignore the fancier stuff (like custom branding or extra integrations) unless you really need it. Focus on getting the basics working cleanly first.
Step 7: Share your booking link
Now that the basics are set up and tested, grab your Appointlet booking link:
- Copy the link from your dashboard.
- Add it to your email signature, website, or wherever people book time with you.
You can create different meeting types (for different lengths, audiences, or purposes) with different Zoom links if needed.
What works, what doesn’t, and what to watch out for
What works well:
- Zoom links are unique for each booking. No worries about “strangers” joining the wrong call.
- Reschedules and cancellations update automatically—no manual cleanup.
- Works with free Zoom and Appointlet plans, unless you want advanced features.
What doesn’t:
- If you change your Zoom password or revoke app access, the integration breaks. You’ll need to reconnect in Appointlet.
- If your Zoom calendar is cluttered, it can get hard to tell which meeting is which—use clear naming on your meeting types.
What you can ignore:
- Don’t fuss with extra integrations (Slack, Zapier, etc.) unless you’ve got a real need.
- You don’t need a paid Zoom plan for basic bookings—free works just fine for most.
Troubleshooting: Common headaches
Zoom not showing as a location option? - Make sure you’re logged into the right Appointlet account. - Check if your Zoom admin has blocked third-party apps.
Links missing or broken? - Double-check your meeting type settings—the location has to be set to Zoom. - Try disconnecting and reconnecting Zoom in Appointlet.
Attendees not getting invites? - Check your notification settings in Appointlet. - Make sure their email address wasn’t typed wrong.
A lot of problems come down to user error or stale sessions—log out and back in, and try again if something’s weird.
Keep it simple, tweak as you go
That’s it—you’ve got Appointlet and Zoom working together, saving you from calendar chaos. Don’t overthink it. Start with one or two meeting types, make sure the basics work, and only get fancy if you’re actually missing something.
Most people need less setup than they think. As your workflow changes, tweak your settings and add features if you need them. The goal is to spend less time fiddling with tools, and more time actually meeting people.
If you get stuck, Appointlet’s support docs are pretty clear, and Zoom’s helpdesk isn’t terrible. But honestly, with these steps, you shouldn’t need them. Happy scheduling!