Zoom Integration
A Zoom link for every virtual appointment — automatically
Connect Zoom and every virtual consultation, design meeting, or follow-up you schedule in Ardovia gets a Zoom meeting on your own account. The join link lands in the customer's confirmation email and calendar invite, and the meeting stays in sync when plans change.
Video Meetings
Links created automatically for virtual appointments
Zoom
john@company.com
Microsoft Teams
Optional — use either, or both
How it works
Connected and creating links in four steps.
Connect Zoom
Each team member clicks Connect in Profile → Integrations and approves Ardovia on Zoom.
Schedule virtual
Choose Virtual when you book an appointment — Create a Zoom link is selected for you.
Customer gets the link
The confirmation email and calendar invite include the Zoom join link.
Changes stay in sync
Reschedule, rename, or cancel in Ardovia and the Zoom meeting updates or is removed.
Pick Virtual — the Zoom meeting is made for you
When you schedule a virtual appointment from a lead, the calendar, or the mobile app, Ardovia creates the Zoom meeting on the assigned salesperson's account as soon as you save. No switching to Zoom, no copy-pasting links, no meetings booked on the wrong person's account.
- Works from leads, the calendar, and the mobile app
- Hosted by the assigned team member's own Zoom
- Switch to Teams or a manual link for any appointment
- Video-call bookings from your booking page included
Design Consultation — Smith Residence
Thu, Nov 12 · 2:00–3:00 PM
Meeting link
Created on the salesperson's Zoom account when you save
Customers get one email with the link
The customer's confirmation email includes a clear Join Zoom Meeting button, and the calendar invitation carries the same link — so they join from their phone or laptop in one tap. The Outlook invite waits for the link, so customers never get a second “updated” invite just to receive it.
- Join Zoom Meeting button in the confirmation email
- Same link in the calendar invitation
- Your team sees the link on the appointment
- Reminders reuse the same link
Appointment confirmed
Design Consultation
The link is in the email and the calendar invite — no copy-pasting
Plans change — the meeting follows
Move the appointment and the Zoom meeting moves with it, keeping the same join link. Rename it and the Zoom topic updates. Cancel or delete it and the Zoom meeting is removed, so your Zoom calendar never fills up with meetings nobody will join.
- Reschedules update the Zoom meeting time
- Same join link after a reschedule
- Cancellations delete the Zoom meeting
- If a link can't be created, the appointment shows why — with Retry
Appointment scheduled
Zoom meeting created on the host's account
Moved to Friday at 10:00
Zoom meeting time updated — same link
Renamed to Final Design Review
Zoom meeting topic updated
Appointment cancelled
Zoom meeting deleted
Everything the integration does
Your own Zoom account
Each team member connects their own Zoom account, so meetings are hosted by the person running the appointment — with their passcode, waiting room, and plan settings.
Links created automatically
Pick Virtual when you schedule and a Zoom meeting is created as soon as you save — no switching apps, no copy-pasting links.
In every confirmation
The join link goes into the customer's confirmation email with a Join Zoom Meeting button, and into the calendar invitation.
Always in sync
Reschedule or rename the appointment and the Zoom meeting follows. Cancel it and the Zoom meeting is deleted.
Online booking too
Video-call bookings from your public booking page get a Zoom link automatically, on the booked salesperson's account.
Zoom or Teams — your choice
Use Microsoft Teams as well? Pick a default for virtual appointments and choose a different option for any single appointment.
Setup guide
How to add, use, and remove the Ardovia app for Zoom.
Adding the app
- 1
Sign in to Ardovia
Go to ardovia.com and sign in with your Ardovia account. - 2
Open Profile → Integrations
Click your avatar, choose Profile, and open Integrations. Find the Video Meetings card. - 3
Click Connect next to Zoom
You're sent to Zoom to sign in and approve Ardovia. Approve it to return to Ardovia — the card shows your Zoom account as Connected. - 4
Choose your default (optional)
If you also use Microsoft Teams, pick Zoom under Default for virtual appointments so new virtual appointments use Zoom.
Using the app
- 1
Schedule a virtual appointment
Create an appointment (calendar, lead consultation, or your online booking page) and choose Virtual. Under Meeting link, keep Create a Zoom link selected. - 2
Save — the link is created for you
Within a few seconds Ardovia creates a scheduled Zoom meeting on the host's account and adds the join link to the appointment, the confirmation email and the calendar invitation. - 3
Changes stay in sync
Rescheduling or renaming updates the Zoom meeting. Cancelling or deleting the appointment — or switching it to in-person or a manual link — deletes the Zoom meeting.
Removing the app
- 1
Disconnect from Ardovia
In Profile → Integrations → Video Meetings, click Disconnect next to Zoom. Ardovia revokes its access and deletes your Zoom tokens immediately. - 2
Or remove the app from Zoom
In the Zoom App Marketplace open Manage → Added Apps, find Ardovia and click Remove. Zoom notifies Ardovia and we delete your Zoom tokens and connection details automatically. - 3
What happens to existing meetings
Zoom meetings already scheduled stay on your Zoom account and their links keep working, but Ardovia no longer updates or cancels them. New virtual appointments use Microsoft Teams (if connected) or a link you enter manually.
Data and privacy
- Your Zoom profile (user ID, name, email, account ID) — read once when you connect, to show which account is connected and to match Zoom's removal notices.
- Meetings Ardovia schedules — Ardovia creates, updates, and deletes only the meetings it schedules for your appointments, and stores each meeting's ID, join link, and passcode on the appointment. The host start link is never stored.
- Customer details are not sent to Zoom. Meeting titles use the appointment title.
- Access tokens are stored server-side in a restricted database only Ardovia's backend can read, encrypted in transit and at rest, and deleted when you disconnect or remove the app.
See our Privacy Policy and Terms of Service.
Support
Questions or problems with the Zoom integration? Our team can help.
- support@ardovia.com
- (844) 747-4949
- Signed-in users can also open a ticket from Support inside Ardovia.
Frequently asked questions
What does the Zoom integration do?
It creates a Zoom meeting automatically whenever a virtual appointment is scheduled in Ardovia, adds the join link to the appointment, the customer's confirmation email and the calendar invite, and keeps the meeting in sync when the appointment changes.
Whose Zoom account hosts the meeting?
The assigned team member's. Each person connects their own Zoom account, so the meeting is hosted by whoever is running the appointment and follows their own Zoom settings and plan.
Do I need a paid Zoom plan?
No — any Zoom account works. Meetings follow your Zoom plan's limits, such as meeting length on a free account.
Can I use Zoom and Microsoft Teams?
Yes. Connect both and choose your default for virtual appointments. When scheduling, you can pick Zoom, Teams, or paste a link from any other service for that one appointment.
What happens if I reschedule or cancel?
Rescheduling or renaming updates the Zoom meeting and keeps the same join link. Cancelling or deleting the appointment — or switching it to in-person or a manual link — deletes the Zoom meeting.
What Zoom data does Ardovia use?
Only your basic Zoom profile (to show which account is connected) and the meetings Ardovia schedules for you. Customer details are not sent to Zoom, and you can disconnect at any time.
Ready to stop copy-pasting meeting links?
Connect Zoom and every virtual appointment gets its link — and keeps it up to date.
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