This article covers some of the common questions we’ve received from customers regarding our Zoom integration. If your question isn’t addressed in this article, consider posting it on WellnessLiving’s Community Forum.
The Zoom meeting isn’t actually created when you schedule your virtual class in WellnessLiving. The Zoom meeting is automatically created 15 minutes before the service’s start time.
You can use one meeting room to host an appointment with multiple clients. When you book an appointment for two or more clients, each client receives the same Zoom link which they can use to access the virtual session.
For great tips on how to improve your online sessions, please see our blog.
Services appear under a client’s Attendance History when the client’s visit status has been marked as Checked-in. Your clients may be automatically marked as checked-in when added to a class due to the business policy set under Automatic Attendance Tracking. We recommend customizing your business policies for individual services so that your client’s visit status is Pending when they are first booked into a session.
No, your session is only created in Zoom once the host starts the meeting through WellnessLiving, up to 15 minutes ahead of the scheduled start time. Meetings that you’ve scheduled in Zoom won’t be displayed in your WellnessLiving calendar.
There are currently no plans to manage Zoom Breakout Rooms in WellnessLiving, but you can use any in-meeting Zoom functions once a Zoom meeting has started. If there is any specific Zoom functionality you want added to WellnessLiving’s Zoom integration, please make a suggestion through our Community Forum so other businesses can vote on it.
For more information on how to manage Zoom settings, such as email notifications, please refer to the Zoom Help Center.
Our integration with Zoom is focused on maintaining accurate attendance, client payments and payroll. If clients are allowed to join meetings from outside WellnessLiving, your business may lose revenue and struggle to keep track of session attendance.
Clients can join a Zoom meeting late by clicking the Join Session button in the Client Web App, the Join button in the Achieve Client App, or by using the link included in the automated booking confirmation or reminder notification. For more information, see Achieve Client App: Attending a virtual service or Client Web App: Attending a virtual service.
Currently, you can only connect one Zoom account (with as many Zoom licenses as you want) to your business through WellnessLiving.
Your clients aren’t required to create a Zoom account to join a session. If they choose to create an account after they click the Join Session button in their schedule, they’ll be redirected to the meeting afterwards.
Clients can register for a virtual session through an app that isn’t integrated with WellnessLiving. However, they won’t receive a link to the WellnessLiving Zoom meeting. You’d need to send them a Zoom URL to join the online session. In this case, the client’s attendance and payment won’t be tracked in WellnessLiving.
However, we’re currently working on an integration with Gympass.
This message is displayed when a staff member who isn’t a verified host starts a Zoom meeting. PRO Zoom accounts require you to verify specific hosts for your meetings. If a meeting is started by a staff member who isn’t a verified host, the staff member will encounter limitations, such as a reduced meeting duration.
It’s important that only staff members who are verified hosts start Zoom meetings through WellnessLiving. For information on how to set a staff member as a verified host, please refer to the Zoom Help Center.
The Zoom meeting for a session won’t automatically end when you’ve passed the scheduled duration of the session. You can continue the Zoom meeting for your session for as long as you like.
To end a Zoom meeting, the meeting host must click End and then click End meeting for All in the Zoom meeting menu.
You can schedule your recurring virtual services in WellnessLiving with Zoom settings enabled.
To mark a client’s attendance status for your virtual sessions, you can set up your business’s Automatic Attendance Tracking settings or manually change a client’s attendance record. If you are hosting a virtual class, your clients will have their attendance automatically marked as Checked-in when they join the session through the Client Web App, the Achieve Client App, or the link provided in their service notifications. If a client doesn’t join the virtual class by the end of the session, their attendance status will be automatically marked as No-show.
At this time, you need to create two separate services, one for virtual sessions and one for in-person sessions, each with their own capacity.
For example, if you want a class to allow 10 in-person clients and 20 clients virtually, you must create a class with a 10-person capacity and select This is an in-person service. Then you must create a class with a 20-person capacity and select This is a virtual Zoom service.
If you connect your WellnessLiving account with your Zoom account using a device on which you’ve logged in to Zoom, your Zoom credentials will automatically be entered into WellnessLiving.
To add a Zoom license for your business, you must upgrade your Zoom plan and purchase additional licenses. For example, if you currently have three licenses and then purchase two more licenses, your staff members will be able to host five virtual services at the same time.
For more information on how to host multiple virtual services, see Hosting multiple Zoom virtual services.
The reason an in-person class is being displayed as a virtual service on the schedule is because your class was previously set up as a virtual service. When you modified the class type settings to change it to an in-person service, there might’ve been issues with converting all the scheduled sessions on the calendar. To resolve this issue, you can delete the sessions that were booked with This is a Virtual Zoom Service selected and reschedule them with This is an In-Person Service selected. To prevent this from occurring again, we recommend you create separate classes for virtual and in-person sessions. For more information, see Class type advanced settings.
If a staff member modifies the meeting passcode settings in Zoom, it may disrupt the link embedded within the Join Session button in WellnessLiving, making it difficult to start the virtual session. We recommend using the default passcode provided by Zoom.
No, Zoom integration only currently supports user licenses.