Get Started with ClinicSoftware + Zoom in Four Steps

Connect your ClinicSoftware account to Zoom in just a few minutes. Once connected, ClinicSoftware can automatically create Zoom meeting links for your online consultations and video appointments, invite your clients by email or SMS, and keep a record of every virtual session on the client's profile - so your team always has a complete history at a glance.

Before You Begin

To set up the integration, make sure you have:

• Administrator access to your ClinicSoftware account.
• Owner or admin access to your clinic's Zoom account.

Step 1 - Open the Zoom Integration

1. Log in to your ClinicSoftware dashboard.
2. From the left-hand menu, click Integrations.
3. Select Zoom Integration.
4. Turn on the Zoom Meetings Enable switch.

Step 2 - Connect Your Zoom Account

1. Click Connect Zoom.
2. You'll be taken to Zoom's sign-in page.
3. Sign in to your clinic's Zoom account if you're not already signed in.
4. Review the permissions Zoom asks about, then click Allow to approve the connection.

You'll be brought back to ClinicSoftware automatically, and you'll see the connection status change to Connected. From this point on, ClinicSoftware keeps the connection active in the background, so you won't need to reconnect unless you disconnect the app yourself.

Step 3 - Configure Your Settings

Zoom Meetings Enabled

With this switch turned on, ClinicSoftware will automatically create a Zoom meeting every time a client books an online consultation or video appointment.

Meeting Host

All meetings are created and hosted through your connected Zoom account. Make sure that account is set up to host meetings, so appointments generate correctly.

Meeting Invitations

ClinicSoftware automatically sends your clients a branded email and SMS with their Zoom join link and dial-in details. You can review and personalise these messages from the Zoom Integration settings page at any time.

Activity History

Every Zoom meeting that's created, changed, or removed through ClinicSoftware is automatically saved to the client's activity feed and to your reports, so your team can always see a full history of virtual consultations.

Step 4 - Save Your Settings

Click Save Settings to activate the integration.

That's it - your ClinicSoftware account is now connected to Zoom.

What Can Be Done With Zoom?

Once connected, ClinicSoftware can automatically:

• Create a Zoom meeting whenever an online consultation is booked.
• Add the meeting link to the appointment confirmation email and SMS.
• Update or cancel the Zoom meeting if the appointment is rescheduled or cancelled.
• Save a record of the meeting to the client's profile and your reports.
• Send meeting invitations through your clinic's own branded messages.

Check Everything Is Working

1. Book a new Online Consultation appointment in ClinicSoftware.
2. Open the confirmation email and check that it includes a Zoom join link.
3. Log in to Zoom and confirm the meeting has been created.
4. Open the client's profile and confirm the Zoom meeting appears in their activity feed.
5. Try rescheduling or cancelling the appointment, and confirm the Zoom meeting updates or is removed too.

Common Questions

The connection shows "Disconnected"

Just click Connect Zoom again and sign in to reconnect your account.

Meetings aren't being created

• Check that Zoom Meetings Enable is turned on.
• Make sure your Zoom account is able to host meetings.
• Click Save Settings again after making any changes.
• If none of this helps, reconnect your Zoom account from the Integrations page.

I'm seeing a connection error

This usually clears up by simply reconnecting your Zoom account: go to the Integrations page, click Connect Zoom, and sign in again.

The wrong Zoom account is hosting meetings

Open the Zoom Integration page to see which account is currently connected. To change it, disconnect the app (see below) and reconnect using the correct Zoom account.

How to Remove the Zoom Integration

If you'd like to disconnect Zoom from your ClinicSoftware account, you can do this at any time:

1. From the left-hand menu, click Integrations, then select Zoom. (Or go straight there: https://secure.clinicsoftware.com/business/client_integrations/view/zoom.)
2. Click Disconnect.

This removes the connection between ClinicSoftware and your Zoom account. ClinicSoftware will no longer be able to create or manage Zoom meetings for your clinic until you connect the app again.

Next Steps

With the integration active, you can use Zoom inside ClinicSoftware to:

• Run online consultations with clients from anywhere.
• Offer virtual follow-up sessions after in-clinic treatments.
• Host remote training and staff meetings without leaving ClinicSoftware.
• Let clients join their appointment with a single click from their confirmation email.
• Keep a complete, automatic record of every virtual consultation.

ClinicSoftware keeps every Zoom meeting tied to the right client and appointment automatically, so your team can deliver virtual consultations without juggling separate Zoom invites.