Settings · Virtual consultations

Zoom integration

Each practitioner connects their own Zoom account so Beautay automatically creates a scheduled meeting — under the assigned practitioner's Zoom — every time a client books a virtual service. No manual link-sharing required.

5 min read Settings & integrations

Auto meeting creation

Zoom meetings are created the moment a virtual booking is confirmed.

Links in emails

The join link is included in booking confirmation emails sent to clients.

Auto cleanup

Cancellations trigger automatic deletion of the meeting in Zoom.

Requirements & plan

Zoom integration is a per-practitioner connection — each staff member connects their own individual Zoom account. When a virtual booking is assigned to a practitioner, Beautay uses that practitioner's linked Zoom account to create the meeting. If the assigned practitioner has not connected Zoom, no meeting link will be generated for that booking.

The Zoom consultations feature must be included on your subscription (Pro plan). If your plan does not include it, clicking Connect will return an upgrade prompt.

Each practitioner manages their own Zoom connection from the Calendar Integration section of Settings. You must be logged in as the practitioner whose Zoom account you are connecting.

What the integration does

When Zoom is connected and a client books a virtual service, Beautay automatically:

  • Creates a scheduled Zoom meeting for the booking's start time, using the service duration as the meeting length.
  • Sets the meeting topic to your service name and the customer's name — for example: "Consultation — Jane Smith".
  • Uses the Zoom user of the assigned practitioner as the meeting host. If no practitioner is assigned, or they have not connected Zoom, meeting creation is skipped.
  • Stores the customer join link, the meeting ID, and (when Zoom provides it) a host start link so staff can open the meeting as host directly from the booking.

Default meeting settings applied on creation:

Setting Default value
Waiting roomEnabled
Participants join before hostDisabled
Participant video on joinOn
Meeting typeScheduled (type 2)
No duplicates If a booking already has a meeting link assigned, Beautay will not create a second one. Meetings are only created for services set to virtual delivery.

How to connect (step by step)

  1. Make sure you are signed in as the practitioner who will be hosting virtual appointments.
  2. On the Zoom Integration card, click Connect.
  3. You are redirected to Zoom's authorisation screen. Sign in with your personal Zoom account — meetings will be created under this account whenever you are the assigned practitioner on a virtual booking.
  4. Approve the requested permissions. Zoom redirects you back to Beautay automatically.
  5. On success, you land back on the Settings page and the Zoom card shows Connected with a last-updated timestamp. Other practitioners must repeat this process individually to connect their own Zoom accounts.
Complete in one session The OAuth authorisation link expires after a few minutes. Finish the Zoom login promptly in the same browser — don't switch accounts mid-flow. If you see an error, start again by clicking Connect.

Beautay encrypts and stores each practitioner's OAuth tokens separately. Token refresh is handled silently in the background when meetings are created or cancelled, as long as Zoom continues issuing refresh tokens.

Offering virtual appointments

Connecting Zoom alone is not enough — you also need to mark individual services as virtual, and the practitioner assigned to each booking must have connected their own Zoom account. Both conditions must be met for a meeting link to be generated.

  1. In admin, open Services for your business.
  2. Edit the service you want to offer virtually.
  3. Set the delivery mode to Virtual (Zoom consultation).
  4. Save. All new bookings for that service will now receive automatic Zoom meeting links.

In-person services are completely unaffected — they never trigger Zoom meeting creation.

What happens when a booking is cancelled

When a virtual booking is cancelled in Beautay, the app deletes the associated Zoom meeting and clears the meeting link from the booking record so it is no longer shown to staff or clients. If the immediate deletion fails (for example, due to a network issue), a background job retries the removal.

How to disconnect

  1. Go to Settings → Calendar Integration.
  2. On the Zoom Integration card, click Disconnect. This button is only visible when a Zoom account is connected.
  3. Wait for the operation to complete — the card will return to showing a Connect button.

Disconnecting removes Beautay's stored tokens for your own Zoom account only — it does not affect other practitioners' connections. It does not automatically remove the Beautay app from your Zoom account. If you want to fully revoke access, also remove the app inside Zoom → Apps & Integrations.

After disconnecting New virtual bookings will not get Zoom meetings until you reconnect. Existing booking links remain on record but the underlying meetings in Zoom may still exist — cancel those bookings through Beautay or delete the meetings directly in Zoom if needed.

Troubleshooting

Connect button returns an error or upgrade message

Your Beautay subscription may not include Zoom consultations. Check that your plan is active and includes this feature under your account billing settings. If it should be enabled, contact support.

OAuth fails or shows "unauthorized" after returning from Zoom

The OAuth link has a short expiry. Make sure you complete the Zoom login promptly in the same browser window (not a private/incognito tab). You must also use the same Beautay account that clicked Connect. Start the process again fresh from the Connect button.

A virtual booking was confirmed but has no Zoom link

Check four things: (1) the Zoom Integration card shows Connected for the practitioner assigned to that booking, (2) the service is set to Virtual (Zoom consultation) delivery mode, (3) the booking has a practitioner assigned, and (4) the booking reached the confirmed state — some payment flows have a pending stage before confirmation fires. If all four look correct, contact support with the booking reference.

Meeting creation failed / I see an error in the booking

Zoom may reject meeting creation if the assigned practitioner's Zoom account has hit their plan's meeting limit, or if the account has API restrictions. Ask the practitioner to verify they can create scheduled meetings, or disconnect and reconnect their Zoom account. If the practitioner has no Zoom connection at all, no meeting will be created — they should connect from the Calendar Integration settings page.

I disconnected but meetings still exist in Zoom

Disconnecting removes Beautay's credentials but does not bulk-delete existing meetings. Open your Zoom account and manually delete any meetings you no longer need, or cancel the bookings through Beautay while still connected so Beautay handles the deletion.