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Enabling meeting links for Google Meet and Zoom
Enabling meeting links for Google Meet and Zoom

How to configure Timekit to automatically add Google Meets or Zoom meetings to your bookings

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Written by derrick mak
Updated over 3 years ago

Want to automatically add Google Meet and Zoom meetings to your bookings? Adding video conference links to meetings is now supported!

Pre-requisites:

  • To use the Google Meet integration, your resource must have signed up with a Google account that is subscribed to Google Workspace (that includes Google Meet).

  • To use the Zoom integration, you must have a Zoom account.

Instructions for Google Meet

  • If the resource is already using a Google email account that has access to Google Meet, then all they have to do is change a setting on their user settings page and make a change on a project

    • First, navigate to the resource's user settings (Resource -> Resource's name) and make sure the Video Conference Providers is set to "Google"
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  • Next, navigate to the Project you wish to have bookings sent with Google Meet links and set "Automatically generate Video Conference Link for Bookings in this Project?" to "yes". You'll find this setting under Event Info (Project -> Project name -> Event info)

Note: Turning on this setting will enable Google Meet and Zoom invites to be sent for all bookings in this project, as long as the booked resource has either Google Meet or Zoom enabled.

  • Finally, once the booking is created, the Google Meet link will appear in the Description section

  • This is how it would appear on a calendar

  • This is the email that the resource would get
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  • This is the email that the client would get
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Zoom

  • To enable the Zoom integration, first you must have a Zoom account. Once you have one, navigate to the resource's user settings (Resource -> Resource's name) and make sure the Video Conference Providers is set to "Zoom" and click "Connect with Zoom"
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  • After clicking "Connect with Zoom", you'll simply have to continue and authorize the integration.
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  • Next, navigate to the Project you wish to have bookings sent with Zoom links and set "Automatically generate Video Conference Link for Bookings in this Project?" to "yes". You'll find this setting under Event Info (Project -> Project name -> Event info)
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Note: Turning on this setting will enable Google Meet and Zoom invites to be sent for all bookings in this project, as long as the booked resource has either Google Meet or Zoom enabled.

  • Finally, once the booking is created, the Zoom ink will appear in the Description section

  • This is how it would appear on a calendar
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  • This is the email that the resource would get
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  • This is the email that the client would get
    ​

  • If you wish to disconnect and completely deauthorize the Zoom integration, simply navigate back to the user settings page and click Disconnect with Zoom
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    • After doing so, please deauthorize the app on Zoom's site by following these steps:

      • Login to your Zoom Account,

      • open up the Advanced drop down and navigate to the Zoom App Marketplace,

        • As this is Zoom Marketplace, you may have to login again on the top right.

      • click Manage > Installed Apps or search for the Timekit app,

      • click the Timekit app,

      • then click uninstall

FAQs

  • Can I have both Google Meet and Zoom enabled for one resource?

    • If a resource wishes to enable video conference links in their bookings, they must select either Zoom or Google Meet, but not both.
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  • Can I use the same Zoom account for more than one resource?

    • Unfortunately, only one resource can authenticate with one Zoom account.
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  • What if I want to change an already integrated Zoom account to a different resource?

    • Simply disconnect the Zoom account from the previous resource and connect it to the new resource.


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  • How can I integrate a different Zoom account on a different resource?

    • Simply login to the different Zoom account first (or make sure you're not logged into Zoom at all), then go to Timekit, then the resource you wish to connect, and then finally "Connect with Zoom" and authorize.
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  • How can I configure this integration via the API?

    • We will be adding more information to add and authorize video conference connectivity at a resource level soon.

    • At this point in time, you will need to navigate to the resource's user settings page in the Admin portal to configure the integration you wish to use. If you have access to our Platform tier, you can create or update a project to enable the integration at the project level (refer to our API Documentation for more details)
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  • What if I create bookings for my resources without assigning them to projects?

    • In this case, if your resource has a Google Meet or Zoom integration enabled, then bookings will be sent with the video meeting link. If the resource has their Video Conference Providers set to "off" then no video meeting link will be sent with the booking.
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  • What if one project has a resource that is using Google Meet and another resource that is using Zoom?

    • This won't be a problem. Timekit will automatically check which integration is selected in the Resource's user settings and will send the correct video meeting link upon booking.
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  • What if one project has a resource that is using Google Meet/Zoom and another resource that isn't using any integration?

    • This also won't be a problem. Timekit will automatically check and send video meeting links only for those who have an integration enabled.

  • What if the project has "Automatically generate Video Conference Link for Bookings in this Project?" to "yes", but all resources do not have an integration or have their Video Conference Providers set to "off"?

    • In this case, when a booking is created, no video meeting link will be added.
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  • Can I integrate this video meeting link with item/asset resources?

    • At this moment, you can only integrate Zoom with people resources.
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  • Can I sign up a non-Google email resource to use Google Meet?

    • For now, you can only integrate Zoom with non-Google resources.

  • I have a a Google account, but the integration isn't working.

    • By default, all accounts will have Video Conference Providers set to "off" and "Automatically generate Video Conference Link for Bookings in this Project?" to "no". Please check that these two settings are enabled. Another thing you can check is to make sure you've used the "Sign in with Google" option recently to make sure we have a valid token. If there are further problems; please contact support and let us know.

  • I created a booking with the Google Meet integration via the bookings API endpoint. How come I can't see the meeting link in the response?

    • The request to generate a new conference and attach it to the event is generated asynchronously. Therefore, we don't have the actual meeting link to provide right away with the event. You can read more about this via the Google API docs here: https://developers.google.com/calendar/api/v3/reference/events

    • However, once you get the booking UUID in the response and send another query with the booking UUID, the video meeting link info will display.
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