Solo and Pro plans. Video meetings and calendar connections come with the Solo and Pro plans. Compare the plans.
When you need it
- Your online consultations should each get their own Zoom, Teams or Meet link.
- One set-up is for online meetings and another for meetings at the office.
- Advisers should host meetings from their own accounts, or all meetings should come from the business account.
Before you start
- Connect the video service first in Settings → Integrations → Video and calendar: see Connect Zoom, Connect Microsoft Teams and Outlook or Connect Google Meet and Google Calendar.
- For Teams or Meet from the business account, sign in the organiser account: see The business calendar and the organiser account.
Step by step
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Open CaliDiary → Appointments, choose the Booking set-ups tab and press Edit on the set-up, such as Consultations.
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Under Video meeting, choose None, Zoom, Microsoft Teams, Google Meet or A fixed link. Only services that can actually make links can be chosen; the others say why and link to Settings.
[Screenshot to come] It will show: The Consultations set-up editor scrolled to Video meeting, with the list open showing None, Zoom, Microsoft Teams, Google Meet and A fixed link, and the help text under it.The Video meeting choice in a booking set-up (Appointments → Booking set-ups → Edit booking set-up) -
For Zoom, Teams or Meet, choose Create the link from:
- the business account: every link comes from the business's account (the default);
- the booked person's own account: each link comes from the account of the person booked, so they host it.
[Screenshot to come] It will show: Video meeting set to Microsoft Teams, the choice of whose account makes the link (label to check) set to the booked person's own account, and the list of people who haven't connected (Sam Reid) using the business account.Choosing whose account makes the Teams link, with the people who will use the business account (Appointments → Booking set-ups → Edit booking set-up (whose account)) -
If you chose the booked person's own account, check the list of people who haven't connected that kind of account. Their bookings use the business account, so they still get a link.
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For A fixed link, enter the Meeting link (it starts with
https://), such as your permanent meeting room. A person's own My meeting link is used instead when they have saved one. -
Press Save changes.
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Make a test booking and open it from the Overview: the Video meeting and calendars section shows the link to join and where the booking was added.
[Screenshot to come] It will show: A booking for Jordan Lee (Initial consultation with Alex Morgan) open on Video meeting and calendars: Link to join (Zoom) with Copy and Open the meeting, and Done items “Zoom meeting made.” and “Added to Alex Morgan’s Google Calendar.”A booking's window showing its Zoom link and the calendars it was added to (Appointments → Overview → a booking's window)
What the customer gets
The link goes in the customer's confirmation email and on their booking page, together with a calendar file. Google and Microsoft never send the customer an invitation of their own.
When the person runs a meeting made by the business account
The booked person is added to the meeting so they can let the customer in, where the provider allows it. If they can't, check the meeting's waiting-room setting in Zoom, Teams or Meet, or ask the organiser account's owner to admit the customer.
Tips
- A meeting is made only when the booking is confirmed: after you accept a request and, where payment is needed first, once it is paid.
- Several customers at the same time (a set-up with more than one place per time) share one meeting, and each calendar gets one entry showing the number booked.
- Several services booked back to back get one meeting covering the whole time.
- Changing a set-up's video service later doesn't touch bookings already made: they keep their links. New bookings use the new service.
- Classes and events with video get one meeting per class date or event date, made when the first booking for that date arrives and shared by everyone booked on it. Events also keep their own Link to join online (optional) as a fixed link.
Common problems
“Zoom isn’t connected yet. Set it up in Settings → Integrations → Video and calendar, or bookings won’t get a meeting.”
“Teams links need Microsoft set up in Settings → Integrations → Video and calendar, and at least one person’s Microsoft calendar connected on the Team screen.”
“Meet links need Google set up in Settings → Integrations → Video and calendar, and at least one person’s Google calendar connected on the Team screen.”
“the booked person's own account” can't be chosen
“Enter the meeting link. It starts with https://”
https://.