How to Use the Meeting Link at Teamcal Ai

Avoiding scheduling conflicts is easier to control thanks to the help of Teamcal.ai. When you set up your meeting, you will obtain a meeting link. Now you can schedule your meeting with your work group, and for this, you and your attendees will receive a link that will be used to connect when the day and time of the meeting arrives.

How to Get the Meeting Link?

Creating and using the meeting link is very simple. You should have already determined who your working group is. For example, let’s imagine you have four team members that you want to invite. Once you have created the group with whom you will have the meeting, you can go to the meeting link area to get the link for the group meeting you have planned.

Then, you just have to follow a few steps:

1. Firstly, you will need to login into your TeamCalendar.ai account. Go to the globe icon that says “link.” Click there and you will find the meeting link section. You can create a meeting link or check your current meeting link.

If you need to create one, just click “add a new link.” Once you have entered there, you can fill in the details of your meeting. For example the name of the meeting and the purpose of the meeting.

2. The next step is to check the “available time” for the meeting. It is according to your available schedule. There, you can select the available time for meeting.

3. Then, “meeting details” will follow. In this section, you will find that you have the opportunity to explain the subject of the meeting, select the location of the meeting and give details of the agenda. If the meeting is in person, you can mention where it will be. In the case of online meetings, you may wonder, “How to add a Zoom link to my meeting calendar?” Don’t worry, it’s very easy too because Teamcalendar.ai allows Zoom or Webex to be used as the video conference method for the meeting. You just need to write the Zoom or the Webex URL and this will be synced to your Google or Outlook. The duration can be customized for a short meeting of 15 minutes up to a maximum of 60 minutes.

4. Once you have completed the meeting details, the “options” section will follow. This part is to set up the meeting. In this part, the visitors will have the option to set up a text box, a comment box, or a dropdown option. The users will need to complete information such as name and email address.

5. The next step is called “TeamCal ID.” There will appear a fixed address: https://id.teamcal.ai/i/teamcalai/ You only need to add a short name to it. Teamcal ID is a unique ID, and you can add 2 to 50 characters to the ID part. You don’t need to leave blank spaces or add special characters to the ID. You will only use letters, numbers, underscore, and dashes. If the name you created is available, the system will let you know, otherwise, you will need to continue writing a name until the system tells you that it is accepted.

6. The last step will have two different names depending on what you are doing. If you want to create a new link, it will say “create.” But imagine that you already created a link, and you just want to change some information. At the end, the word “update” will appear. In any of those cases, you will need to press the button and automatically your meeting link will be created or updated. This action can be verified when you look at your calendar.

Do You Need to Share the Meeting Link of Your Calendar?

When your meeting link is ready, you will have the option to share it. Your meeting link is public, and by clicking on the name of your meeting link, people will be able to know several details of this meeting such as the host, the job position of the host, and the available schedule of the person who organizes the meeting in the case it’s necessary to contact them. Also, you will notice that the meeting appears visible in your time zone, but for the attendees, the meeting will be visible in their respective time zone. That’s it — very simple. It doesn’t matter if the person you want to chat with lives in another city, country, or state since the time for the meeting will be adapted to their local time. To verify that your meeting link is active, you should check that the light bulb icon says, “Turn on sharing.”

Do You Want to Turn off Your Meeting Link?

Disconnecting it is also very easy. You just have to click the light bulb until it says, “turned off.” It’s almost like you would do with a regular household light bulb. Just turn it on and off as needed.

Rescheduling Meeting due to Conflict

Sometimes, life doesn’t go as expected and we are forced to reschedule our meeting. Since you are the host of the meeting, you have the ability to change it to a better day and time. Just go to the meeting link and click the pencil button. You will immediately have the option to edit the meeting and reschedule. So, there is no problem if a conflict with the time arises, you can always reschedule.

Do You Want to Remove the Meeting Link?

This is possible when you click the edit option or the “pencil icon.” There, you can not only edit your link in case you want to edit information. You can also delete the link if you want to completely cancel the meeting.

Before doing this, you must be completely sure since once it is deleted, you will not be able to restore it. You will have to create a new meeting link.

At the top of the page, on the right side, it says “Delete meeting link,” so when you click there, it will be permanently deleted from your TeamCalendar.ai.

Guarantee that the Meeting Link Works

After the process of creating the meeting link and having planned a meeting with customers or your work team, you want to be completely sure that they will not forget the meeting.

What is the proof that the meeting link will work correctly so that you will not lose the meeting with your client and possibly lose a big business deal in the process? The way to verify that your link is working is when you as host receive a confirmation email of the meeting. In the same way, the group of people who will be attending the meeting will also receive an email confirmation.

A real case that proves how useful it is to use the meeting link is the case of the businesswoman, Valeria Klimova, who has been using TeamCalendar.ai for several years for her meetings with clients of her international ESL school. The meeting link has made all her meetings easy to set up and she keeps recommending TeamCalendar.ai for scheduling meetings in any business.

Meeting Link Product Features

The meeting link created at TeamCalendar.ai has many features which make it very useful:

• You can program the meeting link simply. There are no complicated steps.
• You just click on the link when the meeting time arrives and you will connect quickly with your meeting group.
• You can send the same link to several people.
• You can reuse the meeting link for other meetings, just change the day or time.
• You can edit the link if you forget to mention something or want to delete information.
• You can delete the link and create a new one if needed.
• You can use Zoom or Webex as your video provider.
• You will receive a confirmation email about your meeting.
• Your meeting will be registered in your Google or Outlook calendar (once it is synced) with the respective meeting link.

Want to Know More about the Meeting Link and Teamcal Ai?

You can send your questions to hi@teamcalendar.ai and someone from the Teamcal.Ai team will gladly help answer them all. If you prefer, you can also read and review our FAQs page with common questions or call us at +1(650)224–3812. We are open Monday through Friday from 9:00 am to 5:00 pm PT.

More questions? request for a demo!