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]

Multiple Mindbody rooms must be set up with the same keyword. Ie: Virtual 1, Virtual 2, Virtual 3 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. Since availability is based on instructor and not room assignment you have to have as many rooms as you do instructors. This is needed in the event that every instructor has an appointment at the same time slot. This can also be accomplished by only having the number of rooms available based on the maximum number of appointments that would be booked at the same time slot.

You may have 10 instructors but if would ever have a max of 5 appointments booked at the same time, then you would only need 5 rooms.

Example: Instructor 1 Booked 9am Endurance Coaching auto-assigned room = Virtual 1 Instructor 2 Booked 9am Core Coaching auto-assigned room = Virtual 2 Instructor 3 Booked 9am Cardio Coaching auto-assigned room = Virtual 3

If you only used 1 room called Virtual then Minbody would not be able to book multiple appointments at the same time slot, since it would think the only room in the list is not available.

Since Mindbody is controlling the room assignment. APIANT will pick up the newly booked appointment it will see the keyword "Virtual" in the MBO room resource it will ignore if it is Virtual, 1, Virtual 2, or Virtual 3, it is only looking for the keyword before it looks for the staff ID to assign the assigned Zoom user.