Adding Zoom meeting to Google Calendar the manual and automatic way

Adding a Zoom meeting to a Google Calendar event means that guests get one invite with the date, the time and the join link. There are three common ways to do it, and the best one depends on how many meetings you schedule.

Option one, paste a link by hand

1. Open Zoom and schedule a meeting, or open your personal meeting room.
2. Copy the join link.
3. In Google Calendar, create the event and paste the link into the location field or the description.
4. Save and send the invitation.

This works for a handful of meetings. The risks are that you reuse the wrong link, forget to paste it or change the time in one place and not in the other.

Option two, use the Zoom add on

Zoom offers an add on for Google Calendar. After you install it and sign in, a button appears in the event dialog that creates a Zoom meeting and puts the join details in the event. Changing the event time updates the Zoom meeting, which solves the mismatch problem from option one.

The add on still needs you to create each event yourself, so it speeds up your own invites but does not help when clients ask you for times.

Option three, add Zoom automatically with a booking link

If people book time with you, the best setup is a scheduling tool that creates the Zoom meeting for you. With CalendarMeeting you connect Zoom and Google Calendar once, choose Zoom as the location of a meeting type and share the link.

• The client picks a free slot.
• A new Zoom meeting is created with its own link.
• The event is written to Google Calendar with the link in the location and description.
• The confirmation email and reminders contain the same link.
• If the client reschedules, the Zoom meeting and the calendar event move together.

Tips for fewer Zoom problems

• Use a unique link for each meeting when you can, rather than a personal room open to everyone.
• Check the time zone shown in the invite for guests in other regions.
• Test the link once from a different device if the meeting is important.
• Add a phone option for guests who cannot join by video.

Which option should you choose

Choose the manual way for a few internal meetings, the add on if you create many invites yourself, and a booking link when clients or leads arrange meetings with you. The booking link removes the most work, because nobody has to create anything by hand.