Connecting Zoom Scheduler to your email service

Zoom Scheduler leverages the Zoom platform to connect users to their calendars, where they can generate slots of scheduled availability for attendees to select a preferred time on both parties’ calendars. This article guides you through connecting Zoom Scheduler with Google, Office 365, and Zoom Mail services, so that users can also generate slots of availability based on Google and Office 365 calendars as well. With Zoom Scheduler seamlessly integrated with Zoom Mail, Calendar, Meetings, Zoom Scheduler can be leveraged by any user to save time and streamline appointment scheduling.

Learn more about using Zoom Scheduler, exploring Zoom Scheduler features, and getting started with Zoom Scheduler.

This article contains:

• Limitation of Zoom Scheduler
• How to access the Accounts tab in Zoom Scheduler settings
• How to connect Zoom Scheduler to your email service
  • Connect Zoom Scheduler to Zoom Mail Service
  • Connect Zoom Scheduler to your Google email
  • Connect Zoom Scheduler to your Office 365 email
• How to manage calendar accounts
  • Manage cancellation preferences
  • Manage availability preferences
• How to set a different account as primary
  • Edit primary account settings
• How to check for schedule conflicts

Prerequisites for connecting Zoom Scheduler to your email service

• Zoom Scheduler enabled
• Web portal

Limitation of Zoom Scheduler

• Even if you have already connected your calendar service for use in the Zoom Mail Client, you will need to reconnect your calendar for use with Zoom Scheduler.

How to access the Accounts tab in Zoom Scheduler settings

1. Sign in to your Zoom account on the Zoom web portal.
2. In the left navigation menu, click Scheduler.
3. In the top-right corner, click Settings.
4. Click the Accounts tab.
   Your connected accounts will be displayed.

How to connect Zoom Scheduler to your email service

Connect Zoom Scheduler to Zoom Mail Service

1. Open Zoom Scheduler through the web portal.
   Upon opening for the first time, you will be prompted to connect to a calendar service.
2. Complete the following actions:
   • If you’ve never created a Zoom Mail account, Click Create Zoom Mail to get started.
     You will be guided through the process of creating your Zoom Mail email address.
   • If you've already created a Zoom Mail account, Zoom Scheduler will be automatically connected to that calendar.
3. Once the connection is complete, start configuring your booking schedules.

Connect Zoom Scheduler to your Google email

1. Open Zoom Scheduler through the web portal.
   Upon opening for the first time, you will be prompted to connect to a calendar service.
2. Click Sign in with Google.
   You will be prompted to choose the Google account you want to connect with or sign in to your Google account.
3. Choose the account you want to use, or sign in to another account.
4. Review the permissions requested for the Zoom Scheduler connection to your account.
5. Click Allow to grant access to your Google account.
   Once the connection is complete, you will be able to start configuring your booking schedules.

Connect Zoom Scheduler to your Office 365 email

1. Open Zoom Scheduler through the web portal.
   Upon opening for the first time, you will be prompted to connect to a calendar service.
2. Click Sign in with Microsoft to allow access to your Office 365 account.
   You will be directed to the Office 365 sign-in page.
3. Sign in to your Office 365 account.
4. Review the permissions requested for the Zoom Scheduler connection to your account.
5. Click Allow to grant access to your Outlook account.
   Once the connection is complete, you will be able to start configuring your booking schedules.

Note: If you have initially connected Zoom Scheduler to your email service but it has stopped working, you may need to reauthorize Zoom Scheduler to continue using it.

How to manage calendar accounts

If you need to disconnect a calendar service or switch to a different calendar account, you can do this through Scheduler settings.

1. Access the Accounts tab in Zoom Scheduler settings.
2. Choose from the following options:
   • Click Add another account to connect another calendar service.
     The same steps as above should be followed, depending on the service chosen.
     Note: You can sync more than 1 account to their Zoom Scheduler account. When creating events, they can select which account they want the event to belong to. 
   • To the right of a connected calendar service, click the ellipsis icon  to view more options:
     • Click Reauthorize to reconnect to the selected calendar service. This can be useful when troubleshooting connection issues between Zoom Scheduler and your calendar service.
     • Click Edit Cancellation Preference to set your cancellation preference.
     • Click Edit Availability Preference to include or exclude different event types when generating availability.
       Note: This currently applies only to Office 365 accounts.
     • Click Disconnect to remove this calendar service from Zoom Scheduler.

Manage cancellation preferences

Zoom Scheduler syncs with an organizer’s calendar, detecting when an appointment is canceled outside of the Zoom Scheduler platform. When a user cancels an appointment in their calendaring application, Zoom Scheduler will remove the appointment from the Scheduled tab and a cancellation email will be sent.

1. Access the Accounts tab in Zoom Scheduler settings.
2. Access the connected calendar account that you want to manage.
3. To the right of that connected calendar account, click the ellipsis , then click Edit Cancellation Preference.
   A pop-up window will appear.
4. In the window, select or deselect the following checkbox: When an event is deleted or declined in your calendar, it will be automatically canceled in Zoom Scheduler.
5. Click Save.
   Your cancellation preference will be saved.

Manage availability preferences

Users can decide to include or exclude different event types when generating availability. Users can set whether Zoom Scheduler assumes the different event types are Busy (i.e., Accepted Events, Declined Events, Out of Office, etc.).

Note: This currently applies only to Office 365 accounts.

1. Access the connected calendar account that you want to manage.
2. To the right of that connected calendar account, click the ellipsis .
3. Click Edit Availability Preference, then click Configure conflict check.
   A pop-up window will appear.
4. In the window, select the event types you want to check for conflicts to prevent double bookings.
5. Click Save.
   Your availability preferences will be updated. Within the bookable schedule creation page, you can set whether they would like Zoom Scheduler to assume the selected event types are “Busy."

How to set a different account as primary

Users can sync more than 1 account to their Zoom Scheduler account. When creating events, they can select which account they want the event to belong to.

1. Connect Zoom Scheduler to your email service and add more than 1 account.
2. Access the Accounts tab in Zoom Scheduler settings.
3. Under Connected Accounts, hover your mouse over the account you want to make primary, then click Set as Primary. 
   A pop-up window will appear, notifying you that you have multiple calendars under your account.
4. In the window, select a calendar, then click Set as Primary.
   The account will appear with a checkmark icon in the Accounts tab. All schedules will be made to your selected primary calendar.

Edit primary account settings

1. Access the Accounts tab in Zoom Scheduler settings.
2. Under Connected Accounts, hover your mouse over the account you want to edit, then click Primary Account Settings.
   A pop-up window will appear.
3.  In the window, edit the following settings:
   • Under Select a Calendar, select the primary calendar you want your scheduled events to be written to.
   • (Optional) Under Sync Cancellations, select or deselect the Cancel Zoom Scheduler events if deleted/declined in calendar checkbox.
4. Click Save Changes.

How to check for schedule conflicts

Customize which calendars you want to check for schedule conflicts.

1. Access the Accounts tab in Zoom Scheduler settings.
2. Under Check for Conflicts, to the right of the calendar you want to manage, click the toggle to enable or disable it.
   When enabled, the calendar will be checked for scheduled conflicts. When disabled, the calendar will not be checked for scheduled conflicts.
3. After enabling the toggle, hover your mouse over the email account you want to manage, then click Edit. 
   A pop-up window will appear. 
4. In the pop-up window, select the checkboxes of the subscribed calendars you want to check for conflicts to prevent double bookings.
5. Click Save.