Zoom

This article covers the major steps to connecting your Zoom Pro account to CellarPass, so as reservations for your virtual tastings are booked, CellarPass will automatically generate a Zoom meeting.

CellarPass streamlines the marketing and management of virtual tastings and webinars by integrating your company's Zoom account with our reservations platform. This is accomplished by our platform automatically creating a Zoom Meeting to mimic your guest's reservation. Our integration offers the ability to customize the integration with Zoom to either create unique Zoom MeetingIDs, or simply add additional guests as Registered Attendees to any existing Zoom Meeting.

The Zoom integration is open to CellarPass Professional Plan (or higher) subscribers, you can quickly connect your Zoom meeting to your CellarPass Reservations, eliminating time-consuming steps, while providing a seamless experience for your guests. Read Press Release

There are several steps necessary in order to complete the integration and we recommend that you complete them in the following order.

CREATE A ZOOM PRO ACCOUNT
In order to use the CellarPass integration with Zoom, you must first create a Zoom Pro account and complete all the necessary steps. Their Basic plan does not provide access to the APIs our platform requires to integration properly. To confirm your Zoom account is setup properly, be sure you can create a Zoom meeting on your own, noting any advanced-level security requirements your account may have been configured for. Skipping this step will no doubt cause problems with meeting requests being rejected.

CONNECT CELLARPASS TO ZOOM PRO ACCOUNT
The next step is to authorize CellarPass to connect to your Zoom account. In order to do so, you will need to be logged into your Zoom account on the same machine as completing these steps. You must also be an Admin-level User in CellarPass.

1. Confirm that you have a Zoom Pro subscription billing plan. Our integration is not compatible with their Basic (free) plan.
2. Log into CellarPass admin panel by going to https://www.cellarpass.com/manage
3. Click Business from the left-hand menu.
4. Click Apps & Integrations from the submenu.
5. Scroll down to locate the Zoom section.
6. Click to expand.
7. Click Connect to Zoom.
8. Read the entire Terms & Conditions Disclaimer
9. Click Do Not Agree or I Agree.
10. Clicking I Agree will allow you to proceed with connecting to your Zoom account.
11. You should either receive a success message or failure. If your request failed, be sure you are first logged into your Zoom account. Then try again.
12. Save the Member Configuration page.
13. Confirm that there's now a green "checkbox" to the left of the "Connect to Zoom" button. If you have a checkbox, then you are connected properly.

UNDERSTANDING AND SETTING PASSWORD REQUIREMENTS
Advanced levels of Zoom security can be setup within your Zoom account and those rules MUST be followed if you are to set a default password within CellarPass. If these password you set in CellarPass does NOT meet the requirements set in Zoom, Zoom will reject our Meeting creation requests. We recommend that you review these requirements before committing to a password and as always run tests PRIOR to offering this to the public as to avoid these issues. This is why testing is key to making sure your default password will not get rejected.

SECURITY NOTE: Do NOT enter a password that a) does not match your security requirements and b) a password that exceeds 8 characters. Not following these guidelines will break the integration.This is a flaw in Zoom's APIs.

Here's an example of the Zoom Password Requirements that can be enabled in the Security section of your Zoom account.

Minimum Zoom Password Requirements (Minimum 8 characters)

Have at least 1 letter (a, b, c...)

Have at least 1 number (1, 2, 3...)

Include both Upper case and Lower case characters

Enhanced Password Requirement

Have a minimum password length

Have at least 1 special character (!, @, #...)

Cannot contain consecutive characters (e.g. "11111", "12345", "abcde", or "qwert")

Use enhanced weak password detection

CREATE RESERVATION SCHEDULE FOR VIRTUAL TASTINGS
You are now ready to create your virtual tasting schedule. This requires a couple of different settings than normal to properly configure the event to support virtual tastings. You will create a reservation-based schedule much like your offline events, but with a couple of slight changes. These steps are made in Reservations, Create & Manage. If you need assistance wth 

When creating your virtual tasting to connect to Zoom, you MUST:

1. Set the Event Type to Virtual Tasting
2. Once set, you will notice new options will be provided. From the Zoom Meeting Behavior dropdown, select either Unique Meeting or Add to Existing

Use Unique Meeting option should you not allow more than one reservation to each time slot. In this case, you would also enable the "Auto" feature on your time slots. This configuration will generate a new, unique Zoom Meeting for every reservation booked. No other attendees would be added to this MeetingID.

Use Add to Existing option is designed where your booking configuration does indeed more than one reservation per slot to be booked. This means that additional reservations will automatically add guests as additional Zoom Attendees for the related Zoom Meeting that was created when the first reservation was received.

TESTING THE INTEGRATION
Now that you've completed the initial configuration of the Zoom integration, this would be an ideal time to run some preliminary tests before announcing to your guests. You can either book a reservation against the configured event through the backoffice or any of our apps.

• Pay close attention to what fields are set to be required when booking as this could include Attendee Questions
• Does the instructions in your confirmation email make sense. Is it clear where the guest goes on the day of their event?
• Log into your Zoom Meeting account and verify the Zoom Meeting information is correct and the associated Attendee(s) have been added properly.
• Reschedule the reservation and confirm again in Zoom that everything looks correct.

DISABLING THE ZOOM INTEGRATION
Should you want to disable the CellarPass to Zoom integration for a specific event, follow these instructions.

1. Log into CellarPass admin panel by going to https://www.cellarpass.com/manage
2. Click Reservations.
3. Click Create & Manage
4. Click the Edit button to the left of the Event you wish to disconnect from Zoom.
5. Scroll down to locate the Zoom Meeting Behavior and select Disabled.
6. Click the Save button.
7. This event is now disabled from Zoom and will no longer make any further changes or updates to Zoom.

Disconnecting CellarPass from Zoom
Should want to completely disable the CellarPass to Zoom integration, you will need to complete the following tasks.

1. Log into CellarPass admin panel by going to https://www.cellarpass.com/manage
2. Click Settings
3. Click Member Configuration.
4. Scroll down and locate the Zoom configuration panel.
5. Click the Deauthorize CellarPass button.
6. A popup window will appear, confirming your request.
7. Click Save.
8. CellarPass is now disconnected from Zoom and will no longer make any further changes or updates to Zoom.

Additional Notes
It's important to understand some key limitations of the Zoom integration as it heavily relies on code provided by Zoom to CellarPass to work properly. Zoom does not allow more than 100 meeting requests per day. This is a limitation set forth by Zoom, not CellarPass. That means should you process more than 100 reservations which then equate to creating unique Zoom meetings, the 101st will not be created. This is the downside of managing one-on-one bookings, where as the "Add to Existing" would not hit this limit so quickly. Please also note that if your email address is the host, you cannot be added as a registrant.

The integration is not bi-directional. Meaning any changes made in Zoom such as topic, date/time, names of attendees and so forth are not synchronized back to CellarPass. Therefore, you should only make changes in CellarPass for reservations managed in CellarPass so that the data is correct in CellarPass and Zoom.

Cancelling Reservations
When it comes to rescheduling a reservation to either a different date, time or experience, CellarPass will automatically remove attendees from a Zoom Meeting, but CellarPass will NOT delete a Zoom Meeting at this time. In a future release of our platform, we will automate this process. This is being done as a failsafe measure so that we may change at a later date.

The CellarPass to Zoom integration workflow works no matter where the reservation was booked; your website, the admin panel, CellarPass.com or any of our native apps.

OPTIONAL- Drop Custom Widget Code on Your Website
For those that are offering club member-exclusive experiences or want to offer it as an invite-only experience, you can take advantage of creating a unique widget code to embed into your website. You can generate this widget code and embed into your website just as you could with any other reservation-based event. You can find instructions in our Self Help on how to generate and embed widget code.

Technical Support & Service Level Agreement (SLA)
Should you have any issues with connecting CellarPass to your Zoom Meeting account, please contact our technical support department by submitting a ticket online. Or you can reach us Monday - Friday, 9AM - 5PM Pacific except major holidays.

For further details regarding our standard terms of use (STU), privacy policy, Acceptable Use Policy (AUP) and other legal matters, please visit the legal section of our website.

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For additional assistance, we recommend contacting CellarPass Technical support

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You can also review this article

https://cellarpasssupport.zendesk.com/hc/en-us/articles/15363886246804

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