Creating Zoom Meetings for Personal or Team Events

In this article:

• Before You Begin
• Creating a Personal Event With a Zoom Meeting
• Sharing the Event as a Team Event
  • Adding a Zoom Link Manually as an Admin
• Viewing and Sharing Your Zoom Meeting Details
  • Responding to a Team Event Invite
• Editing, Rescheduling, and Canceling

Before You Begin

A few things to know before you start:

• You'll need the Zoom integration linked at Settings (gear icon) > Integrations so you have the Create a Zoom meeting for this event checkbox available.
   
• The Team members field, and therefore inviting teammates to a Zoom meeting, is available on the Plus plan (one practitioner plus admins) and Team plans. On other plans, you can still create a personal event with a Zoom meeting for sharing with outside contacts.

⚠️ Important: Admin team members can't link their own Zoom account in Practice Better. They can still create personal and team events under their own name, but the Zoom meeting checkbox won't be available to them. See Adding a Zoom Link Manually as an Admin below for the workaround.

• This feature doesn't book a client into a Zoom telehealth session. If you're looking to do that, see Using Zoom for Telehealth → instead.
   
• This feature has no connection to the AI Charting Assistant. Personal and team event recordings, if you use Zoom's own Record button, are standard Zoom recordings only, with no transcript or summary generated inside Practice Better.
   
• Zoom's own meeting limits (participant caps, duration) still apply based on your Zoom plan, separate from your Practice Better plan.

📍 Note: There's no separate "Team Event" type in Practice Better. You create a personal event, and sharing it with teammates is what makes it a team event. The Team members field inside the regular Add an Event window is all you need.

Creating a Personal Event With a Zoom Meeting

1. Go to My Schedule > My Calendar.
    
2. Click the Fast Action Button in the bottom-right corner and select Add an Event.
   
    
3. Enter the event details, including:
   
   • Event name: A short, descriptive title.
   • Color: Choose a color to identify this event on your calendar.
   • Team members (Plus and Team plans only): Add teammates to include this event on their calendars too. See Sharing the Event as a Team Event below.
   • Zoom meeting: Check Create a Zoom meeting for this event to automatically generate a Zoom link when you save.
   • Time zone, date, and time: Set when the event happens.
   • Recurrence options: Check This event recurs if it's an ongoing meeting, then set how often.
   • Notes: Add any context, like a link to an agenda.
      
4. Click Save.

Once saved, an email notification and an in-portal notification go out to any invited team members automatically. They'll get the same notifications if you update the event later.

Sharing the Event as a Team Event

By default, a personal event is only visible to you. Adding teammates in the Team members field shares it with them, this is what turns it into a team event, and it's also how you meet virtually with teammates using Zoom.

📍 Note: Sharing an event only adds that specific event to a teammate's calendar. It doesn't change what else they can see on your calendar; broader calendar visibility between team members is a separate permission. See Managing Your Calendar Options and Filtering Events → for that setting.

Adding a Zoom Link Manually as an Admin

Admin team members can't link their own Zoom account in Practice Better, so the Zoom meeting checkbox won't appear for events they create. If you're an admin and need to include a Zoom link:

1. Create your Zoom meeting directly in Zoom (or ask a practitioner on your team to generate one).
    
2. Copy the meeting link.
    
3. Paste it into the Notes field when creating or editing your personal or team event in Practice Better.
   

Your teammates will see the link in the event's notes when they view the event.

Viewing and Sharing Your Zoom Meeting Details

Click the event on your calendar to see its details, including the organizer and any invitees. Click Copy Zoom Invite in the event details pop-up to grab a shareable link.

Depending on your permissions, you'll also see an Edit option. If you're not the organizer, you'll see Decline instead; if the event is recurring, you can choose to decline either a single instance or the entire series.

Responding to a Team Event Invite

If you're invited to a team event, it blocks that time on your own calendar automatically. If you click Decline, the time opens back up on your calendar, so make sure you're actually free before declining a meeting you plan to skip.

Editing, Rescheduling, and Canceling

Here's what happens to the Zoom meeting itself depending on what you do to the event:

• You move the date or time: The original Zoom link carries over. Nobody needs a new link.
• You cancel or delete the event: The Zoom meeting is removed on Zoom's side too, so the old link stops working.
• The event is recurring: Every occurrence in the series shares one Zoom link. When you edit or delete a recurring event, you'll be asked whether the change applies to This instance only or the Entire series.