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 vs. static links
Dynamic links are automatically generated when a meeting is booked. Each meeting gets a unique link — 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
- Go to the Integration Directory → Video tab
- Click Add next to your preferred provider and complete authorization
- Open the meeting type you want to use video with
- 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:
| Provider | Notes |
|---|---|
| Zoom | Individual or account-level (Team plan admin) authorization |
| Zoom Webinar | Requires a paid Zoom account with Webinar access |
| Google Meet | Connect via Google account |
| Microsoft Teams Video | Connect via Microsoft account |
| Webex | Requires 3rd-party API access enabled in Webex admin settings |
| Avaya Spaces | — |
| Skype | — |
| GoToMeeting | — |
| Join.me | — |
| Highfive | — |
| BlueJeans | — |
| RingCentral | — |
| Vectera | Static link only — adds your pre-selected Vectera room link |
| CrankWheel | Screen-sharing tool; creates a new meeting in CrankWheel |
Adding Zoom
Individual users can connect Zoom or Zoom Webinar 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.
Adding Webex
Connect Webex from the Integration Directory → Video. Before connecting, make sure your Webex account has 3rd-party API access enabled:
- Log in to your Webex admin account and go to admin.webex.com/services/meeting/sites
- Click your site name → Configure Site → Site Options under Common Settings
- Scroll to Third-Party Integration and check the box to enable REST API access
- Click Update
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.