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How to Use Zoom Integration

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Donna J
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Important

After March 14, 2022, new businesses signing up with Vagaro will not have access to Zoom integration. Vagaro Live Stream is available to all businesses.

Legacy users of Zoom who have not yet converted to Vagaro Live Stream will still have access, but if Zoom is deactivated, you will not be able to activate it again.

Create new revenue opportunities online by integrating Zoom into Vagaro! Live streaming with Zoom enables you to create online services in addition to your existing face-to-face services. Clients can book these remote services from the Vagaro App, Vagaro.com, or via social media. Choose between live streaming one-on-one sessions and live streaming classes for multiple attendees.

The Zoom integration is fully automated and allows you to work from anywhere with ease. Once a client has booked a live stream session, they will receive an automated confirmation containing a link to join the live stream. Vagaro automatically synchronizes the Zoom meeting link with the scheduled class or service on the corresponding Vagaro calendar. If you change the date and time or cancel the live stream, Vagaro will automatically update the Zoom meeting and notify all the participants.

Zoom and Vagaro seamlessly work together to keep you and your clients in the know and connected.

Note

Zoom Pro, Business, or Enterprise Plan is required for integration.

Follow the steps below to set up the Zoom Integration and learn how to use it with Services and Classes.

Note

Please do not modify or delete the Zoom meetings that were created by Vagaro on your behalf from the Zoom account user interface. Doing so may cause the scheduled class or service to become out of sync with the Zoom meeting.

If you need to reschedule the class or service, please schedule it on Vagaro and the Zoom meeting will be updated accordingly.

Activating or Deactivating Zoom Integration

  1. Click Settings.

    Zoom_Part_1_Step_1.png

  2. Select Integrations, under the Add-Ons section.

    Zoom_Part_1_Step_2.png

  3. Click Learn More underneath the Zoom logo. This is where you can learn more about the activation and activate it.

    Zoom_Part_1_Step_3.png

  4. To enable the integration, click Activate.

    Zoom_Part_1_Step_4.png

  5. A pop-up sign in screen displays. Log in to your Zoom account or create one. Once you are logged in successfully, the integration will be set up.

    Zoom_Part_1_Step_5_2x.png

    If you need to deactivate the Zoom integration, you can do so from the same page you activated the integration on. Follow the steps above to get to the page, then click Deactivate.

    Note

    If you have a merchant account, prepayment is required for all live stream classes and services as a way to protect your business and ensure that you get paid.

Setting Up Individual Streaming Accounts

If your Zoom integration is enabled, you can still share your Zoom login credentials among multiple staff members without taking further action, so long as your staff doesn’t live stream multiple classes or sessions at the same time.

To enable multiple live streams at the same time, set each staff member up as a licensed Zoom host with separate log-in credentials within your Zoom account, or alternatively, each staff member can sign up for their own Zoom account.

Once staff members have been set up as licensed Zoom hosts, they can be activated in Vagaro following the process outlined below:

  1. On the Zoom integration page, a list of employees is shown towards the bottom of the page, with an Activate button displayed next to each name. When an employee is ready to link their Zoom account, they can click the Activate button.

    Zoom_Update_SS_1_2x.png

  2. A pop-up sign in screen displays, prompting the employee to enter their Zoom login credentials. They will also have the option to sign up if they do not have their own account.

    Zoom_Update_SS_2_2x.png

    Once the activation is complete, the Activate button will be replaced by the Deactivate button. The email address each employee uses for their Zoom login will show next to the button.

    Zoom_Update_SS_3_2x.png

    Now multiple employees can live stream services and classes at the same time without it interfering with other providers and their calendars.

    Zoom_Update_SS_4_2x.png

    Note

    Clicking Update Now is not required to add individual instructor accounts. Clicking it will simply improve the performance of the integration and give you access to the newest integration features.

Setting up a Service with Zoom Streaming

  1. Click Settings.

    Zoom_Part_2_Step_1.png

  2. Select the Service / Class Menu from the menu on the left side of the page. Then select the Services tab.

    Zoom_Part_2_Step_2_2x.png

  3. You can select an existing service or create a new service. When creating a new service, you can select from our list of Vagaro services or add your own by choosing the custom service option.

    Zoom_Part_2_Step_3_2x.png
    add_service_new_2x.png

  4. To enable the streaming capability, toggle Live Stream on (green.)

    Zoom_Part_2_Step_4_2x.png

  5. When done editing the service, click Save.

    The service will now be offered as a live stream.

Note

Making a service live stream will only apply to future bookings.

Setting up a Class with Zoom Streaming

  1. Click Calendar and select an empty time slot on the Calendar to create a new class or hover over an existing class to edit it.

    Zoom_Part_3_Step_1_2x.png

  2. When editing or adding a class to the calendar, you will see entry fields for In-house Capacity and Live Stream Capacity. These choices limit how many can join the class in-house or by live stream.

    Zoom_Part_3_Step_2_2x.png

  3. By entering in the number of attendees in Live Stream Capacity, you have activated the live stream option for this class. You can have live stream only classes, in-house only classes, or a hybrid of both in-house and live stream classes depending on the number of attendees you enter in each box.

    Zoom_Part_3_Step_3_2x.png

  4. Different prices for in-house attendees vs. live stream attendees can be set. You can do this from the Service/Class menu.

    Live_Stream_Price_2x.png

  5. Click the class from the Calendar and hover over Add Attendee to add customers to a live-streamed class. From here, you can add either Live Stream or In House attendees.

    Click Live Stream, and you will then be prompted to select the attendees being added.

    add_attendees.png

    Note

    When you look at a class on the Calendar screen, you can see the number of attendees; hover over the circles to see the number of in-house or live-stream attendees.

    number_of_attendees.png

How to Start Your Live Stream for a Service or Class

Note

You must create all appointments and classes in Vagaro, and start the live streams for all appointments and classes in Vagaro.

Note

You cannot start a Live Stream class any earlier than 10 minutes before the scheduled start time.

  1. Click Calendar. You can see which classes and services are live streamed by the video camera icon.

    Zoom_Part_4_Step_1_2x.png

  2. Click the appointment you want to begin the live stream for.

    select_class_to_start.png

  3. Select Start Service (Live Stream Video) or Start Class (Live Stream Video) to begin the live stream.

    start_live_stream.png

  4. This will open Zoom in a new tab and you’ll be able to begin the service or class via the live stream. You can live stream from a computer or a mobile device.

Once the live stream has been completed, you can access the recording shortly after in Vagaro. On the Calendar, click an appointment or class and select Edit. Then click Live Stream and a new page will open where you can watch the recording.

Zoom_Recording_SS_1_2x.png

Tip

There are a few useful tools that you can use during your live stream.

  • If your clients don’t need to speak or if you have multiple attendees with distracting background noise, use the Mute All button to keep everyone focused

  • There is also a Chat feature that allows you to send messages directly to a client, or to your entire group of attendees

  • With the Share Content button you can share images or files, which can be helpful if you are going over detailed information or need to share a document

Live Stream Search

Once you have set up your live stream services and classes, it's time to get booked! Vagaro offers a live stream search so clients all over the world can see live and upcoming virtual classes from businesses across the United States.

Live_Stream_Search_SS_1_2x.png

For your live stream class to show in the search, you must have an active Vagaro Merchant Services account. The ability to be featured in the live stream search is free during the introductory period. Clients can filter all live streams by name/type, date, and duration, or find live streams for their bookmarked businesses.

Live_Stream_SS_3_2x.png

How to Track Registrants and Attendees

On the calendar screen, you can see the attendees that are registered to join your class by selecting the Edit button. Services will be listed on the calendar just like all other appointments, and the video icon will be shown for those appointments that will be live streamed. You can also utilize the Services/Classes report to track the number of attendees that were checked out for a class.

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  • Avatar
    Cindy Latter

    Thank you! This was very helpful and informative! I'm not super tech savvy and this new world with virtual consults scares me. But I thought instead of fear, I'm gonna use this time wisely to work on my business. Vagaro you make my life so much easier, especially in these difficult times. You keep impressing me after 10 years. You are the best investment I have ever made!

    So a BIG THANK YOU TO ALL OF YOU! And a virtual hug too!

    Cindy Latter

    A Curl's Best Friend

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