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Video Conferencing

CalendarHero supports two ways to add video conferencing to your meetings: dynamic links (auto-generated unique links per meeting) and static links (a fixed URL you provide). Dynamic links require a connected video provider integration.

Dynamic links are automatically generated when a meeting is booked. Each meeting gets a unique link, so there's no need to copy and paste your conferencing URL. If a meeting is rescheduled or cancelled, the link updates automatically.

Static links are a fixed URL you provide, for example, your personal Zoom room link. You can add a static link directly to a meeting type or enter it as the meeting location when scheduling. No integration is required for static links.

Connecting a video provider​

  1. Go to the Integration Directory → Video tab
  2. Click Add next to your preferred provider and complete authorization
  3. Open the meeting type you want to use video with
  4. Under the Location & Conferencing tab, select your video provider

Once connected, dynamic links are generated automatically every time that meeting type is booked.

Supported providers​

CalendarHero supports the following video conferencing providers:

ProviderNotes
ZoomIndividual or account-level (Team plan admin) authorization
Google MeetConnect via Google account
Microsoft Teams VideoConnect via Microsoft account

Adding Zoom​

Individual users can connect Zoom from the Integration Directory → Video. Click Add next to Zoom and authorize the connection.

Team plan admins can authorize Zoom at the account level for the entire organization from Corporate-Wide Integrations → Video. Select Zoom – Account Level and authorize. Each member must have an existing Zoom account under the same Zoom organization to use the integration.

Notes:

  • If your Zoom account requires passwords for new meetings, CalendarHero automatically includes the password in the calendar invite.
  • After adding new users to your Zoom account, allow up to 10 minutes before they can use Zoom links in CalendarHero.
  • If you remove and re-add Zoom, members will need to re-add Zoom to their meeting types.

Frequently asked questions​

How do I add a static video link if I don't want to use a dynamic integration?

Open the meeting type, go to the Location & Conferencing tab, and enter your static video URL in the text field provided. You can also enter a video URL directly as the meeting location when scheduling an individual meeting from the web scheduler.

Can I have different video providers for different meeting types?

Yes. You can connect multiple video providers and assign a different one to each meeting type. Open each meeting type, go to Location & Conferencing, and select the provider you want for that meeting type.

Will video details be included in the calendar invite and confirmation email?

Yes. When a meeting is booked, the video conferencing details, including the meeting link and any relevant dial-in information, are automatically added to the calendar event and the confirmation email sent to all attendees.