Adding Zoom Meetings to LobbyCentral

LobbyCentral can integrate with your Zoom account to create online meetings.  This provides a convenient way to create an appointment in LobbyCentral without having to log Zoom. 

Your customers can also request an online meeting by scheduling an appointment through LobbyCentral Appointments.  For more information about LobbyCentral Appointments, contact [email protected].

Before you Start

• You must have an active Zoom account.
• LobbyCentral users that will act as hosts for online meetings must have a Zoom User ID.
• When you authorize LobbyCentral to connect ot your Zoom account, you are granting permission on behalf of all of the users under that account.
• Zoom calls are limited to 100 per day.   This includes creating, updating, and deleting meetings.   Contact Zoom if you wish to increase this limit.  Calls that exceed the daily limit will be rejected.

Adding the LobbyCentral Scheduling Zoom App

1. Log into LobbyCentral at https://login.lobbycentral.com
2. In the menu, select Tools, Options, Administration.
3. In the right menu, expand Integration and click Zoom Meetings.
4. Review the information on the page and click Add Zoom Meetings for LobbyCentral.You will be temporarily redirected to Zoom's authorization landing page.  If needed, log into your Zoom account.
5. Review the App's permissions and other documentation.  
   Verify that you wish to authorize LobbyCentral to have access to your Zoom account.
6. If successful, Zoom will return you back to LobbyCentral and a success message will be displayed.

How to Use

Summary of Action Steps

1. Add Zoom host user accounts to a central Zoom ID that will be used by LC to create meetings.
2. Assign Zoom User IDs to LobbyCentral user accounts
3. Enable Services that can be used to create an online meeting

Adding Zoom Host Users

1. Log into your Zoom Meetings account and add the Users that can host a meeting.   Note that each user will have their own Zoom account.  LobbyCentral will use a single Zoom account to create meetings on behalf of the other users.  Those users will need to accept your invitation.   Check the Pending tab to ensure all users accept the invite to join your account.
   
   
2. Log into LobbyCentral and go to Administration->Users.
3. Modify each user that can host a Zoom meeting and set the Zoom User ID property to the user’s Zoom ID.
   

Adding Services

Services must be enabled to be selected for online meetings.   Modify each service a customer can schedule for an online meeting by selecting the Online Meetings box in Properties

Scheduling Zoom Meetings

LobbyCentral can create a Zoom Meeting (online / virtual meetings) when a user creates an appointment or when a customer creates an appointment through LobbyCentral Appointments.

User Created Appointments

1. Log into LobbyCentral (https://login.lobbycentral.com).
2. In top menu, click Appointments, Schedule Appointment.
3. Search and select or create a customer record.
4. Click Continue.
5. Change the Appointment Type to Online Meeting (Zoom)
6. Select the Location, Queue, and Service.
7. Select the Meeting Host (Required).   
8. Continue through the remainder of the form to complete the appointment.
9. Click Schedule Appointment.
10. Zoom Meeting details are stored with the LobbyCentral appointment and are emailed to the customer.
    Appointment Details   Customer Email Invitation

Customer Created through LobbyCentral Appointments

LobbyCentral Appointments is an optional service that provides customer self-service appointment scheduling.

1. Verify LobbyCentral Appointments has permission to create online meetings.  In LobbyCentral, go to Administration, App Settings, Appointments.
   
     Meeting Options must be set to In Person or Virtual Meeting or Virtual Meeting.
2. After the option is enabled, customers can choose to meet In Person or online during the scheduling process.

Removing LobbyCentral Scheduling Zoom App (Revoking Access)

You can revoke LobbyCentral's permission to access your Zoom account at any time.  

Please note the following:

• Revoking access will not remove any meetings that have been created. 
• Changes to and deleting online meetings in LobbyCentral will not update Zoom.  You will need to manually update or remove those meetings.
• You can re-authorize the LobbyCentral Scheduling Zoom App any time.

To revoke access:

1. Log into LobbyCentral (https://login.lobbycentral.com).
2. In the menu, click Tools, Administration, Integration, Zoom Meetings.
3. Click the Remove Zoom Integration.It is also a good idea to log into your Zoom account and remove the LobbyCentral Scheduling app from your Zoom Apps list.
4. 1. Log into your Zoom account and go to Advanced, Manage Apps
   2. click Added Apps under Personal App Management
   3. Click Remove