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Appointments: How to schedule virtual meeting appointments with patrons using Zoom

Before you begin: Please note that the Zoom virtual meeting integration has to be enabled in your site for you to schedule virtual meetings via Zoom. Learn how to enable the Zoom virtual meeting integration in your LibCal system.

Enabling and setting up your virtual meeting appointments

After an Admin has enabled the integration in your site, you need to authorize LibCal to create meetings with your Zoom account. This can only be done on a user-by-user basis.

  1. Log into LibCal and click on your email address in the navigation bar. This will take you to your personal LibCal account settings page.
  2. Click on the Integrations tab.
  3. Under the Integrations tab, in the Zoom: Online Appointments & Events​ box, click the Authorize with Zoom Account button. If you are not already signed into your Zoom account, you'll be prompted to do so.

The Authorize with Zoom Account button for an individual user

  1. After you've successfully authorized the LibCal integration, you'll be taken back to LibCal where you'll see an "Authorized by Zoom user..." message. You're now ready to set up your appointments availability for online meetings!
    • To disable your Zoom integration, you can return to this page at any time and click the Remove Authorization button.
    • This will prevent new online meetings from being scheduled with your Zoom account.

The authorized message for an individual user

Adding availability to an online location

The process for adding availability for virtual meeting appointments is the same as it is for in-person appointments. (If you need a refresher on adding availability, see our FAQ on the process.) You just need to make sure that you have, or are adding, availability in a location that has its Meeting Type set to Online, as only appointments made in an online location will be booked and connected to a Zoom meeting. Admins can adjust the Meeting Type for a location from Admin > Appointments > Locations tab.

If you are unsure which locations in your system are set up for online meetings, please check with an Admin. 

Note: the email tags for displaying the Zoom meeting URL -- {{{ONLINE_JOIN_URL}}} and {{{ONLINE_START_URL}}} -- will not be included in customized personal appointment scheduler email notifications automatically. We recommend restoring the default email templates for your account or updating your custom templates to include the new tag before you begin to book online appointments. For more information on customizing email tags, see the Customize your personal appointment scheduler email notifications FAQ.

Scheduling a virtual meeting appointment

For your patrons, the process for scheduling a virtual/online appointment is the same is it is for in-person appointments. Online appointments can be booked from the public appointments page and an Appointments scheduler widget.

After selecting a time for their appointment, the patron will see an additional message below the Appointment Details that indicates that they are booking an online appointment.

Example of submitting an online booking from the public page

Once they've confirmed the appointment the meeting's URL will be displayed on the confirmation page and in the email confirmation they receive.

Example of the confirmation page for an online appointment

Launching a virtual meeting appointment

After a patron has booked an online appointment with you, the link to start the Zoom meeting will be included the confirmation email that you receive for the appointment, and in the .ics file that is attached to that confirmation email.

Example of the start meeting link in the appointment confirmation email

Additionally, the URL login to the meeting as the host is also included in the Meeting URL field for the appointment in the Upcoming Appointments section of the My Appointments tab.

Example of the start meeting link in the upcoming appointments column

At the time of the appointment, click the URL from any of the above locations to start the Zoom meeting with the patron.

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