ZoomConnect Mindbody Appointments - Setup and requirements

Identifying a virtual appointment

Identifying a virtual appointment can be done through the use of the room name keyword or appointment name keyword. For example, if the keyword is "Virtual" and the appointment name is "Virtual consultation call", it can be easily recognized as a virtual appointment.

Zoom account mapping

To map the Zoom account with the appointment, it can be done by associating the room name or staff id. It is important to note that each staff member must have their own Zoom account if the meetings are assigned based on staff id for the purposes of conducting virtual appointments.

Mindbody resource to session type association

These dedicated service categories need to be associated with one or multiple valid resources if the setup is done by rooms Must be specific services:

NOTE: Resources that shall not be used have to be configured to not have selected service type “Appointments”!

Room requirements for appointments:

Appointment options "Default Require resource for Appointment Booking" must be enabled.

When using the Mindbody Appointment name with keyword as meeting creation criteria but using room resource as assigned Zoom meeting user when clients are booking themselves online in Mindbody.

In this scenario, Mindbody will control the room availability conflict and only appointments with the keyword in the appointment name will get a meeting assigned. You will need as many Zoom users as you do available rooms

In Mindbody all the appointment types must be assigned to the the rooms that will be part of the criteria

Appointments: Endurance Coaching (Rooms assigned = Virtual 1, Virtual 2, Virtual 3) Core Coaching (Rooms assigned = Virtual 1, Virtual 2, Virtual 3) Cardio Coaching (Rooms assigned = Virtual 1, Virtual 2, Virtual 3) This will create a Round Robin room availability in Mindbody. If you only have 3 rooms available, which means you are only using 3 Zoom users and you have 5 instructors, you will only be able to have up to 3 meetings at the same time.

When using the Mindbody Appointment name with keyword as meeting creation criteria but using room resource as assigned Zoom meeting user and staff are booking the appointments for the clients Mindbody.

IE: In this scenario, Mindbody will control the room availability conflict and only appointments with the keyword in the appointment name will get a meeting assigned. You will need as many Zoom users as you do available rooms. If you book an appointment without the keyword and assign a Zoom room to the appointment, the appointment will not get a meeting but you will use up one of the available Zoom room assignments. The best practice is not to assign Zoom rooms to appointments that are not virtual. If you are providing in-person and virtual appointments you may want to also create rooms in Mindbody to be used for in-person only appointments.

In Mindbody all the appointment types must be assigned to the the rooms that will be part of the criteria

Appointments: Endurance Coaching (Rooms assigned = Virtual 1, Virtual 2, Virtual 3) Core Coaching (Rooms assigned = Virtual 1, Virtual 2, Virtual 3) Cardio Coaching (Rooms assigned = Virtual 1, Virtual 2, Virtual 3) This will create a Round Robin room availability in Mindbody. If you only have 3 rooms available, which means you are only using 3 Zoom users and you have 5 instructors, you will only be able to have up to 3 meetings at the same time.

When using the Mindbody Appointment with the keyword in the room name as meeting creation criteria and using room resource as assigned Zoom meeting user when clients are booking themselves online in Mindbody.

If you only have 5 Zoom users then you can only have a max of 5 Rooms available to be booked at the same time. If you have 8 instructors only 5 of them could be booked at the same time. In this scenario, you need as many Zoom users as you do available rooms.

In Mindbody all the appointment types must be assigned to the the rooms that will be part of the criteria

Appointments: Endurance Coaching (Rooms assigned = Virtual 1, Virtual 2, Virtual 3) Core Coaching (Rooms assigned = Virtual 1, Virtual 2, Virtual 3) Cardio Coaching (Rooms assigned = Virtual 1, Virtual 2, Virtual 3)

When using Mindbody Room assignment as meeting creation criteria but using instructor as assigned Zoom meeting user when clients are booking themselves online in Mindbody.

Each Instructor must have their own assigned Zoom user MBO STAFF ID  100001 = [email protected] MBO STAFF ID  100002 = [email protected] MBO STAFF ID  100003 = [email protected]

Room Setup in Mindbody If using multiple Mindbody rooms, ensure they share the same keyword (e.g., "Virtual"). Example room names: Virtual 1, Virtual 2, Virtual 3 Appointment Type and Room Assignments In Mindbody, all appointment types must be assigned to the rooms being used as part of the criteria. For instance:

This setup creates Round Robin room availability in Mindbody. Room and Instructor Matching Since room availability is instructor-dependent and not tied directly to the room itself, you need to have as many rooms as instructors. This ensures that every instructor can host an appointment simultaneously if required. Alternatively, you can limit the number of rooms to the maximum number of concurrent appointments expected.

For example:

Example Booking Scenario

If only one room named "Virtual" was used, Mindbody would block simultaneous bookings, thinking the single room was unavailable. Assigning multiple rooms resolves this issue.

Since Mindbody controls room assignments, APIANT will detect the newly booked appointment. It identifies the room keyword (e.g., "Virtual") and links it to the correct Zoom user by matching the staff ID. APIANT ignores specific room numbers (e.g., Virtual 1, Virtual 2) and only focuses on the keyword and the staff ID to assign the appropriate Zoom user.