When a booking type's location is Zoom, CalendarPA creates a Zoom meeting for each booking and puts the join link in the confirmation email, the reminders and the calendar event. Most invitees click the link and land in the meeting. A few are stopped by a passcode prompt instead. This article explains why, and how to fix it in one setting.
Zoom protects every scheduled meeting with a passcode. There are two ways an invitee can get past it:
Embedded in the link. Zoom can build the join link so the passcode is already inside it (the ?pwd= part of the URL). Clicking joins directly; nobody types anything.
Typed by hand. If the link does not carry the passcode, Zoom asks the invitee to enter it.
Which one your invitees get depends on a setting in your Zoom account, not in CalendarPA. CalendarPA uses the link exactly as Zoom hands it over.
In Zoom on the web, open Settings, then Meeting, then the Security section, and turn on "Embed passcode in invite link for one-click join."
Bookings made after you turn it on will join with one click. Bookings that already exist keep the link they were created with, so for those, either send the passcode to the invitee yourself or reschedule the booking so a fresh link is generated.
If the option is greyed out, your Zoom account administrator has locked it. Ask them to enable it for your account.
CalendarPA now stores the passcode Zoom returns and prints it under the join link in every confirmation and reminder email, in the calendar event description, and on the booking confirmation page, so an invitee who is asked for a code has it in front of them. If you use workflows to send your own reminders, add the {meeting_passcode} variable to the message. The Zoom setting above is still worth turning on: one click is better than a code.
No Zoom link on the booking at all. The booking type's location is not set to Zoom, or Zoom is not connected under Settings, then Conferencing. Links are not added to bookings made before both were true.
The meeting is at the wrong time in Zoom. This was a bug on our side in September 2026 and is fixed. If you see it again, send us the booking link through the chat widget.
Invitees are held in a waiting room. CalendarPA creates meetings with Zoom's waiting room on, so you admit people when you join. Change that in your Zoom account's meeting defaults if you would rather they join straight in.
