Google Meet Integration for Appointment Booking

Follow these steps to integrate Google Meet with the Appointment Booking plugin through the Video Conferencing add-on and enable video conferencing capabilities for your appointments.

Requirements:

• MotoPress Appointment Booking plugin.
• Video Conferencing add-on.
• Google account.

Note: Automated meeting details are created only for confirmed bookings.

Step 1: Obtain Your Client ID and Client Secret Key

1. Follow this Google Calendar Integration tutorial to obtain your Client ID and Client Secret Key.
2. Ensure you have both keys ready for the next steps.

Step 2: Configure Google Calendar Sync

1. Go to Appointments > Settings > Integrations > Google Calendar Sync.
2. Insert your Client ID and Client Secret Key into the respective fields.



3. Click Save Changes.

Step 3: Connect Google Meet

1. Go to Appointments > Settings > Integrations > Video Conferencing > Google Meet.
2. Click Connect Google Calendar.



3. You will be redirected to your Google account for verification.
   Note: If Google flags the app as unverified, click Advanced and then select Go to ‘domain name’ (unsafe). This is safe because it’s your website.



4. Click Continue to complete the connection process.



5. You might be asked to select what a ‘domain’ can do. Check the box that says ‘See, edit, share and permanently delete all the calendars that you can access using Google Calendar > Click ‘Continue’.

After successful connection, you will be redirected to the add-on settings page, where the connected Google account email will be displayed.

Google Meet meetings will now be created in the primary calendar of this user.

Step 4: Enable Google Meet for services

1. Go to Appointments > Services.
2. Select the service you want to enable Google Meet for.
3. In the service settings, locate the Video Conferencing metabox.
4. From the Provider drop-down, select Google Meet.



5. Click Save.

Google Meet meetings for this service will now be created in the primary calendar of the connected Google account.

Step 5: Assign Google Meet to employees (optional)

If you want to connect calendars of specific employees who provide appointments via Google Meet, so that the booked events with automated meeting links are added to their calendars, follow these steps.

1. Ensure that the Client ID and Client Secret Key are added under Appointments > Settings > Integrations > Google Calendar Sync.
2. Assign the employee to a service where Google Meet is enabled in the Video Conferencing metabox.
3. Go to Appointments > Employees.
4. Select the employee and click Connect to Calendar.



5. You will be redirected to the employee’s Google account for verification.
   Note: If Google flags the app as unverified, click Advanced and then select ‘Go to domain (unsafe)’. This is safe because it’s your website.
6. Click Continue to finish the connection.
7. Once connected, you should be redirected to the Employee page and see the ‘Connected’ status.

After connection, Google Meet meetings will be created in the primary calendar of the connected employee’s Google account and won’t be shown in the calendar of the main account used for connecting Google Calendar to Appointment Booking. Bookings made for employees who don’t have connected accounts, will be displayed in the calendar of the main account used for connecting Google Calendar to Appointment Booking.

Step 5. Automate meeting links in emails

Send Google Meet meeting links automatically in emails when a service is booked.

Normal emails

To ensure that meeting links for video conferencing appointments are included in emails automatically, follow this guide:

1. Go to Appointments > Settings.
2. Select the Emails tab from the menu.
3. Scroll to the Template Parts section.
4. Find the following templates:

   – Admin Reservation Details: This template sends reservation details to the admin.
   – Customer Reservation Details: This template sends reservation details to the customer.



5. Add the {video_conference_details} tag to these templates.



This tag will automatically include information about created video conferencing appointments in emails.

6. Once the tag is added, save the changes.

Note: Confirmation emails containing video conferencing details will be sent based on the configured payment type (Appointments > Settings > General > Confirmation mode) and reservation status.

When a customer books a service with Google Meet connected, the Google Meet meeting details will be included in the email as part of the reservation description.

The following information will be provided:

• Meeting link: Direct URL to join the meeting.
• Meeting code: Security code for accessing the meeting.

If you use customer accounts, the customer will also see meeting details in their account.

Custom email notifications

In Appointment Booking, you can also send custom email notifications via the Appointments > Notifications menu. You can also add the same {video_conference_details} tag to any of the chosen notifications that are set up via this menu.

How Google Meet events are displayed in Google Calendar

One-on-one appointments

The description of the event will display detailed booking data.

Services with ‘group reservations’ enabled

The Video Conferencing add-on supports generating the same meeting details when the same time and date is booked by different people. It will display proper information about group reservations in Google Calendar. This feature works for services where Group Reservations are enabled in the individual Service settings.

For services with group reservations, events will be automatically created in the primary calendar of connected employees (if they are) or the main Google account used in connecting Google Calendar to the Appointment Booking plugin.

The event title will include:

• The name of the service.
• The number of reserved slots.
• The assigned employees.
• Your website.

For group reservations, the description will also include the number of reserved seats for each individual booking. The data on reserved slots will dynamically update as bookings are added, modified, or canceled.

Meeting links and details are also displayed in the Calendar/staff accounts/Bookings menu.

Tracking logs

To track who is the meeting host, navigate to the Logs metabox in the booking details (Appointments > Bookings > Choose Booking > Edit > Logs).

The log will display information about who the meeting was created for (associated Google account). It will also contain information about:

• Meeting link.
• Meeting ID.