Add a video call link to your sessions
Give each session type a Google Meet, Zoom or other video link, change it for one appointment, and put the link in your confirmation and reminder emails.
When this is set up, every client who books a video session gets the link in their emails, and nobody has to ask "where do we meet?"
Before you start
- Time: 5 to 10 minutes.
- You need: the session type set up. See Create a session type: length, price, location.
- For Google Meet: Google Calendar connected. See Sync with Google Calendar.
- For Zoom, Teams or another tool: your personal meeting link (one that stays the same), copied from that app.
Your location options
| Meeting Location Type | Use it for | What goes in Meeting Location Details |
|---|---|---|
| Google Meet | Video, with a new link for each booking | Nothing extra. Google creates the link. |
| Custom Location | Zoom, Teams or any video tool with a fixed link | Your meeting link, starting with https:// |
| Phone Call | Phone sessions | Who calls whom, for example "I'll call the number you gave me." |
| Physical Address | In-person sessions | The address, plus parking or entry tips |
Zoom isn't offered yet
Zoom isn't in the list yet, so use Custom Location with your Zoom meeting link. Every client gets the same link, so turn on Zoom's waiting room if you book sessions back to back.
Step 1: Set the link on the session type
- Go to Calendar > Services and click Edit on the session.
- On the General tab, choose the Meeting Location Type.
- For Custom Location, paste your meeting link into Meeting Location Details.
- Click Save Changes.
Step 2: Change it for one appointment (optional)
- Go to Calendar > Appointments and open the appointment.
- Under Meeting Location, switch from Calendar Default to Custom and enter the link for this session only.
- Click Update Appointment.
See See, reschedule and cancel your appointments.
Step 3: Put the link in your emails
In your confirmation and reminder workflows, add a "Join the call" button or line linked to {{appointment.meeting_link}}. It fills in the link for that booking. The same field works in reminder texts. See Send branded booking confirmations and reminder emails and Send appointment reminder texts.
Check it worked
- Book a test session with a second email address. The confirmation shows a working link that opens your meeting.
- With Google Meet, two test bookings get two different links.
If something's off
- The meeting link is blank in the email: the session type has no link. Add one in Meeting Location Details, or choose Google Meet.
- Google Meet isn't working: check Google Calendar is still connected. See Sync with Google Calendar.
- The link opens the wrong meeting room: you pasted a one-time meeting link. Use your personal (recurring) meeting link from Zoom or Teams instead.