Tired of switching between your scheduling tool and video meetings? Connecting Calendly to Zoom simplifies everything from one-on-one calls to team meetings. This guide walks you through linking these platforms, setting up your first meetings, and making the most of their combined features.
As a bonus, we'll also explore Zeeg - a secure scheduling and super complete scheduling alternative that also works seamlessly with Zoom.
What exactly is Calendly?
In case you don't know exactly how Calendly works, think of it as your digital scheduling assistant. Gone are the days of back-and-forth emails trying to find the perfect meeting time. Instead, people can book slots based on your actual availability, with everything syncing directly to your calendar. From automated reminders to different meeting types, Calendly handles the scheduling heavy lifting.
And what about Zoom?
Nearly everyone's familiar with Zoom by now - it's the go-to platform for virtual meetings, webinars, and online events. Beyond basic video calls, Zoom packs features like screen sharing, chat, and recording. Since it works on pretty much any device, joining a Zoom meeting is usually hassle-free. You might already its basics, but if you want to know them better, check out our piece on how to schedule a meeting with Zoom and invite someone.
Why add Zoom to Calendly?
Setting up virtual meetings often involves multiple steps - creating the meeting, generating a link, and sharing it with participants. The Calendly Zoom integration handles this process automatically. Rather than jumping between platforms or manually sending meeting details, this connection creates a single, smooth workflow that saves time and reduces potential scheduling headaches.
- Automatic Zoom link generation for each meeting
- Calendar invites include all necessary meeting details
- Simplified setup process for recurring meetings
- Time zone handling for international calls
- Optional waiting rooms and security features
You can also use the Zoom Scheduler instead
Zoom also offers its own scheduling tool called Zoom Scheduler, which provides basic appointment booking capabilities. However, it has limited features compared to dedicated scheduling platforms. The tool works primarily as an add-on to Zoom's core video conferencing service, rather than a full-featured scheduling solution. Also, it's not part of all Zoom plans, though you can pay for it on the side.
👉 Read more:
- Zoom Scheduler vs Calendly
- What is Zoom Scheduler and how to use it
- Calendly integrations full guide
- Calendly Pipedrive integration
How to connect Zoom to Calendly
Before diving into the setup process, ensure you have both a Calendly and a Zoom account. If you're part of an organization using Zoom, you might need admin approval first. Let's walk through the integration process:
Step 1: Connect your Zoom account
The first step involves linking your Zoom account to Calendly. This connection allows the two platforms to communicate and create meetings automatically.
- Go to your Calendly Integrations page
- Select Zoom from the available options
- Click "Connect Zoom"
- Sign in to your Zoom account
- Authorize Calendly to access Zoom
If you see a "Request pre-approve" option during this process, it means your Zoom admin needs to approve Calendly before you can proceed. You can send a request directly through the interface, and your admin will receive a notification from Zoom.
Step 2: Configure event settings
Once you've connected your accounts, you'll need to set up your event types to use Zoom. You can do this for both existing and new event types:
- Navigate to your event type settings
- Select "Location" settings
- Choose Zoom as the meeting location
- Save your changes
For team event types, you have additional options. In round-robin events, each team member needs to connect their own Zoom account. For collective events, you'll need to designate one team member as the Zoom organizer.
Step 3: Additional setup options
After the basic setup, you can customize how your integration works:
- Set your preferred meeting settings
- Configure notification preferences
- Test the integration with a sample booking
When someone books a meeting, they'll receive all Zoom details automatically in their confirmation email and calendar invite. You can find these meeting details on your Calendly Meetings page or in your Zoom account under Upcoming Meetings.
How to set up an admin-managed Zoom Calendly integration
Managing Zoom integrations across an entire organization requires a different approach than individual setups. For teams using Calendly at scale, admin-managed Zoom provides a centralized solution that streamlines the onboarding process and maintains consistent meeting settings.Organization owners and admins can establish a company-wide Zoom connection that becomes immediately available to all team members. This setup helps new users start scheduling Zoom meetings right away, without requiring individual account connections. However, only Zoom administrators have the authority to complete this integration process.
To implement admin-managed Zoom, you should:
- Access the Integrations & apps page from your Calendly dashboard
- Select the Zoom integration
- Choose "Connect Zoom for my organization"
- Share the provided link with your Zoom administrator if needed
- Complete the activation process through your Zoom admin account
It's worth noting that the Zoom account used for this connection must maintain administrator status. If the admin's role changes or they leave the organization, you'll need to reconnect using a different administrator account.
3 tips to make the best of your Zoom Calendly integration
Now that you know how to link Zoom to Calendly, there’s still a few things you might want to know to make the best use of the integration. We’ve prepared a few tips for you:
1. Add Zoom passcodes
Protecting your virtual meetings from unwanted participants is essential in today's digital environment. Zoom passcodes serve as an effective security measure, ensuring only invited participants can join your meetings. The setup process for these security features varies based on your subscription level.
Users with Basic Zoom plans don't need to take any additional steps, as passcodes come pre-enabled and locked by default. Every time someone books a meeting through Calendly, the system automatically generates and includes a unique passcode in the calendar invite and confirmation email.
But for those using paid Zoom plans, the process requires more involvement from your organization's Zoom administration. A Zoom owner or admin must first enable and lock meeting passcodes at the account level. This setting creates a uniform security standard across your organization, with all meetings automatically protected by passcodes. To implement this, your Zoom admin can access the security settings through their admin portal and enable the passcode requirement for all meetings.
2. Keep an eye on Zoom rate limits
While integrating Calendly with Zoom offers convenient scheduling, it's important to consider certain platform limitations. Zoom maintains specific usage restrictions to ensure system stability and prevent potential misuse. These limits apply across your entire Zoom account, including any other apps or services connected to it.
The platform allows each user to create up to 100 meetings within a 24-hour period. This limit encompasses all meetings created through Calendly, direct Zoom scheduling, or any other integrated applications. Once the new day begins, your meeting count resets, allowing you to schedule fresh meetings.
Should you find meetings being created without Zoom details or receive "Action Required" notifications, you may have reached this daily limit. In such cases, the meeting will still be scheduled, but without the automatic Zoom link generation. You can address this by either waiting for the rate limit to reset or contacting Calendly's support team for guidance on managing high-volume scheduling needs.
3. Customize your integration settings
After establishing the Calendly-Zoom connection, you can fine-tune various aspects of your virtual meetings to match your needs. The integration offers flexibility in how meetings are created and managed, allowing users modify their Zoom meeting preferences directly through Calendly. Such options include:
- Waiting room settings
- Recording preferences
- Meeting passcodes
- Dial-in numbers
- Calendar invite formatting
For recurring meetings, you can choose to use your personal meeting ID instead of generating unique links for each session. This option provides consistency for regular attendees but should be used carefully to avoid scheduling conflicts.
The system also allows for automated meeting summaries through Zoom's AI Companion feature. This tool can help track discussion points and action items from your meetings, adding another layer of productivity to your virtual conversations.
Teams can maintain both personal and admin-managed Zoom accounts simultaneously, offering flexibility in how meetings are organized. Users can switch between these accounts based on their meeting needs, while still benefiting from the organization's standardized settings.
Zeeg: A better way to schedule, with Zoom and beyond
Now imagine the best things you can get with Calendly, but improved. Zeeg might be exactly what you're picturing. While it handles Zoom integration just as smoothly as Calendly does, it packs a lot of other perks you could be looking for.
1. First off, let's talk about advanced scheduling features. Zeeg comes with everything you'd expect from a modern scheduling tool - but takes it further. You get unlimited one-on-one meetings, group scheduling options, and round-robin meeting distribution for teams. Need to set buffer times between calls? Want to automatically route meetings to specific team members based on criteria? Zeeg handles all that and more.
2. Here's something else: while Calendly recently dropped support for iCloud Calendar, Zeeg maintains full integration with Apple Calendar. This means Apple users can finally sync their meetings properly, without worrying about missing appointments or double bookings.
3. When it comes to data security and privacy, and unlike Calendly, Zeeg is fully GDPR compliant, and not just GDPR-friendly. For European businesses or US companies working with EU or UK customers/stakeholders, this difference matters. It's not by chance that Zeeg is considered a great GDPR-compliant Calendly alternative.
4. Security goes beyond server location, though. Zeeg encrypts your data end-to-end and offers enterprise-grade security options.
Want to give it a try? You can test out Zeeg's premium features free for 14 days, no credit card required, and integrate with Zoom easily, with just a few clicks.
Sources (last checked on Feb 5, 2025):
- Calendly Help Center: Calendly + Zoom
- Calendly Help Center: Pre-approving Zoom
- Calendly Help Center: Adding a Zoom Passcode
- Calendly Help Center: Zoom Rate Limit
- Calendly Help Center: Admin Managed Zoom
