How to Integrate Zoom with Vanillasoft

Vanillasoft integrates directly with Zoom, allowing you to generate unique Zoom meeting links when scheduling appointments. Follow the steps below to connect your Zoom account and begin scheduling, rescheduling, and canceling meetings through the Appointment Scheduler.

Set Up Zoom Integration - Click to expand.

  1. Log in to Vanillasoft as a Caller. 
    Log In to VanillaSoft.jpg

    • If you are logged in as an Admin, switch to Caller from the top menu.

  2. From the top-left, open the Menu and select Appointment Scheduler. 
     

  3. In the Appointment Duration section, select at least one option. 
     

  4. Open the Location and Conferencing drop-down and select Zoom (Unique Meeting ID). 
     

  5. Click Connect to link your Zoom account. 
     

  6. Follow the Zoom authentication prompts and allow Vanillasoft to connect.  

  7. Once connected, the Zoom icon will turn green and display Connected.  

  8. Select at least one option under My Availability. 
     

  9. Select your available time slots for each selected day. 
     

  10. Click Activate Link (or Save if you already activated it previously). 

Schedule an Appointment for Yourself - Click to expand.

  1. Log in to Vanillasoft as a Caller. 
    Log In to VanillaSoft.jpg

    • If you are logged in as an Admin, switch to Caller from the top menu.

  2. From the top-left, open the Menu and select Appointment Scheduler. 
     

  3. Click to open the active Appointment Scheduler Link at the top of the page.
     

    Select an appointment duration (if more than one was configured).
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  4. Choose a date and select an available time slot. 
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  5. Enter the invitee's details (First Name, Last Name, Email, Phone, etc.). 
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  6. Click Schedule Appointment. 
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  7. A confirmation message will appear once the appointment is successfully scheduled. 
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Reschedule an Appointment - Click to expand.

  1. On the Caller side, search for the contact with the scheduled appointment.
  2. Click the Open Contact icon to view their page.
  3. Open the Emails tab, then find and open the "Appointment Confirmed" email.
  4. Right-click the Reschedule link and open it in a new window.
  5. Follow the same steps as in Schedule an Appointment to select a new date and time.
  6. Once complete, the appointment will move to the new time slot.

Cancel an Appointment - Click to expand.

  1. On the Caller side, search for the contact with the scheduled appointment.
  2. Click the Open Contact icon to view their page.
  3. Open the Emails tab, then find and open the "Appointment Confirmed" email.
  4. Right-click the Cancel link and open it in a new window.
  5. Click Confirm Cancellation to finalize.
  6. The appointment will be successfully removed.

Remove Vanillasoft from Zoom - Click to expand.

If you no longer wish to use the Zoom integration, you can easily remove the Vanillasoft app from your Zoom account through the Zoom App Marketplace:

  1. Log in to your Zoom account in a web browser and go to the Zoom App Marketplace.
  2. From the top-right, click Manage and select Added Apps. Alternatively, you can use the search bar to look for the "Vanillasoft" app directly.
  3. Locate and select the Vanillasoft app from your list of installed apps.
  4. On the app details page, click Remove.
  5. Confirm the removal when prompted. The Vanillasoft app will then be uninstalled from your Zoom account.

Once removed, Vanillasoft will no longer create Zoom meeting links for scheduled appointments. If you decide to reconnect in the future, simply follow the Set Up Zoom Integration steps above.

Once your Zoom account is connected, every appointment you create will automatically include a unique Zoom meeting link for both you and your contact. This ensures a smooth scheduling process and reduces setup time for virtual meetings.

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