Support Integrations

Zoom integration guide

Connecting Zoom lets a practitioner run video consultations, with the meeting created automatically when a patient books and the join link delivered in the patient's confirmation email and patient portal.

Last updated: 14 August 2026

What this integration does

  • Creates a Zoom meeting automatically the moment a patient books a video consultation.
  • Delivers the join link in the patient's confirmation email, the calendar invite attached to it, and the patient portal.
  • Sends no patient information to Zoom, ever.

Clinicify is clinic management software for UK private clinics. Nobody has to copy a link into a calendar invite by hand, and no patient information is ever sent to Zoom.

Before you start#

  • A Clinicify account, signed in as any staff member. You do not need to be the clinic owner: each practitioner connects their own Zoom account.
  • A Zoom account. A free Zoom account works.
  • If your Zoom account belongs to an organisation, your Zoom administrator may need to pre-approve Clinicify before you can authorise it. Zoom will tell you if so.
Good to know

Each practitioner connects their own Zoom account, because each practitioner hosts their own consultations. A colleague connecting Zoom does not connect it for you. Every practitioner who will hold video consultations should follow the steps below while signed in as themselves.

Watch out

Free Zoom accounts limit group meetings to 40 minutes. If your consultations run longer than that, you will want a paid Zoom plan.

Adding the app#

  1. Sign in to Clinicify.
  2. Go to Settings, then Zoom in the settings menu.

    Zoom sits under Integrations in the settings sidebar.

  3. Select Connect Zoom.
  4. Sign in to Zoom.

    You are taken to Zoom to sign in. Use the Zoom account you want your consultations hosted on.

  5. Review what Clinicify is asking for, then select Allow.

    Zoom shows you the permissions being requested. They are listed in full below.

    IllustrationThe Zoom authorisation screen. Zoom controls this page, so the exact wording and layout come from Zoom.
  6. You are returned to Clinicify, connected.

    The Zoom settings page now shows the connection along with the email address of the Zoom account you connected, so you can confirm it is the right one.

    The Zoom settings page in Clinicify showing a connected Zoom account, a green Connected badge, the connected account's email address, and a Disconnect button.
    ScreenshotThe Zoom settings page once the account is connected. The Disconnect button here is also how you remove the app later.

What Clinicify asks Zoom for, and why#

Permission Why it is needed
View your user information To show which Zoom account is connected, and to identify the connection so it can be removed cleanly if you later remove the app from your Zoom account.
Create and manage meetings To create the meeting when a patient books a video consultation, and to delete it if the appointment is cancelled.

Clinicify does not read your existing meetings, your recordings, your contacts or your chat history.

Using the app#

Set up a video appointment type#

  1. Go to Settings, then Appointment types.
  2. Create a new type, or edit an existing one.
  3. Set Location to Virtual, video consultation.
  4. Choose Zoom as the provider, then save.
    The appointment type editor in Clinicify with Location set to a virtual video consultation and Zoom selected as the video provider.
    ScreenshotThe location and video provider fields on an appointment type. Where only one provider is connected, it is used automatically.

Two things worth knowing about that provider choice:

  • If nobody in the clinic has connected Zoom or Google Calendar, Clinicify prompts you to connect one instead of showing an empty dropdown.
  • If only one of the two is connected anywhere in the clinic, it is selected for you and the other is not offered.

What happens when a patient books#

When a patient books that appointment type, or when a staff member books it on their behalf:

  1. Clinicify creates a scheduled Zoom meeting on the connected Zoom account of the practitioner the appointment is assigned to.
  2. The join link is included in the patient's confirmation email, in the calendar invite attached to that email, and in the patient's portal.
  3. The practitioner sees the same link on the appointment in Clinicify.
IllustrationWhere the join link reaches the patient. No patient details are shown here because none are sent to Zoom.

The meeting is created with a waiting room enabled and join before host turned off. The patient waits in the lobby until the practitioner admits them, so two consultations can never cross in the same room.

What Clinicify sends to Zoom#

Only what is needed to create the meeting:

  • A generic meeting title, in the form "Your Clinic Name video consultation"
  • The start time and the duration
Privacy

No patient information is sent to Zoom.

Not the patient's name, not the treatment, not the reason for the appointment, and nothing from their clinical record. This is deliberate: a meeting title travels into Zoom's systems, into invite emails and into desktop clients, so it carries nothing that would identify a patient or their care.

Holding the consultation#

Open the appointment in Clinicify and select the join link, or join from your Zoom client as you normally would. Admit the patient from the waiting room when you are ready to begin.

If an appointment is cancelled#

Clinicify deletes the Zoom meeting, so a stale link cannot be used to join anything.

If an appointment needs to move#

Cancel the original appointment and book a new one. A fresh Zoom meeting is created for the new booking and the patient receives the new join link in their confirmation email. The original meeting is deleted when you cancel, so the old link stops working. Tell the patient to use the most recent email.

Prerequisites and limits#

  • The practitioner the appointment is assigned to must be the one who connected Zoom. If a video appointment is assigned to a practitioner who has not connected Zoom, no meeting link is created for it. The booking itself still goes ahead.
  • Free Zoom accounts limit group meetings to 40 minutes.
  • Your Zoom account's own settings still apply. If your Zoom administrator enforces particular meeting settings, those take effect on meetings Clinicify creates.

Troubleshooting#

Find the message you are seeing, then open it for what to do.

"Connection not granted. Either it was cancelled, or your Zoom account blocked it."

Either you selected Decline on the Zoom permission screen, or your Zoom organisation does not allow this app yet. Ask your Zoom administrator to pre-approve Clinicify in the Zoom App Marketplace, then try again.

"The sign-in link expired. Please try connecting again."

The authorisation window timed out. Start again from Settings, then Zoom, then Connect Zoom.

"Zoom rejected the connection. Please try again."

A temporary failure between Clinicify and Zoom. Try connecting again. If it keeps happening, contact us at [email protected].

The settings page says the connection needs attention, or asks you to reconnect.

Zoom access is refreshed automatically, but it can be revoked, for example if the Zoom account password changed or an administrator removed the app. Select Reconnect and sign in to Zoom again. Bookings made while the connection was broken will not have a meeting link, so check any upcoming video appointments afterwards.

A patient did not receive a join link.

Check, in this order:

  1. The appointment type has its location set to Virtual, video consultation with Zoom as the provider.
  2. The practitioner the appointment is assigned to has connected Zoom, not just a colleague.
  3. The Zoom connection on that practitioner's settings page is healthy rather than asking to reconnect.

If all three are correct, contact [email protected] with the appointment date and the practitioner's name. Please do not include patient details in the email.

Nothing happens when you select Connect Zoom, or you see "Zoom is not configured".

Zoom is not enabled on your Clinicify environment. Contact [email protected].

Removing the app#

You can disconnect from either side. Both remove Clinicify's access.

From Clinicify#

  1. Go to Settings, then Zoom.
  2. Select Disconnect.

    The Disconnect button is on the Zoom settings card shown above.

  3. Confirm.

From Zoom#

  1. Sign in to the Zoom App Marketplace.

    Go to marketplace.zoom.us.

  2. Select Manage, then Added Apps.
  3. Find Clinicify and select Remove.
    IllustrationThe Added Apps list in the Zoom App Marketplace. Zoom controls this page, so its exact layout comes from Zoom.

Zoom notifies Clinicify when you do this, and Clinicify deletes the stored authorisation for that account automatically. You do not need to disconnect in both places.

What happens when you disconnect#

  • Clinicify asks Zoom to revoke the authorisation, then deletes the stored access and refresh tokens from our database. The access is withdrawn at Zoom's end as well as forgotten at ours.
  • Clinicify can no longer create or delete meetings on your Zoom account.
  • Disconnecting in Clinicify does not remove Clinicify from your Zoom account's installed apps. No app can uninstall itself from your Zoom account, so if you want it gone from your Added Apps list as well, remove it in the Zoom App Marketplace using the steps above. Its access is already revoked either way.
  • New video bookings assigned to you will have no meeting link. The bookings still go ahead, and patients still get their confirmation email, but it will not contain a way to join. If you are still taking video consultations, either reconnect or change those appointment types so they are not video appointments.
  • Meetings already created stay on your Zoom account and their links keep working, because Clinicify no longer has the access needed to remove them. If you want them gone, delete them in Zoom. This includes meetings for appointments that are cancelled in Clinicify after you disconnect: Clinicify will not be able to tear those down for you.
  • Nothing else in Clinicify is affected. Your appointments, patients and records are untouched.

Data and privacy#

  • Stored by Clinicify: the Zoom access and refresh tokens for the connected account, held encrypted, plus the Zoom account's user id and email address so we can show you which account is connected and remove the connection cleanly.
  • Sent to Zoom: a generic meeting title, a start time and a duration. Nothing else.
  • Never sent to Zoom: patient names, contact details, appointment reasons, treatment information, clinical notes, lab results or any other patient record content.
  • Clinicify does not access recordings, transcripts, chat or any other meeting content.

Questions about how we handle data are answered in our privacy policy. For anything else, contact [email protected].