How do I connect my video conference software?

With CalendarHero you can either add a static conferencing link to your meetings on the fly or auto-generate a dynamic video conferencing link  - so your invitees know exactly how to connect with you!  CalendarHero supports twelve (12) video conferencing platforms.

Dynamic links are auto-generated video conferencing links that are unique to each of your meetings. Once set up there's no need to remember your video conferencing details or add them to the calendar when scheduling!

To automatically generate a dynamic conferencing link for your meetings - you will:

1) Connect your favorite video provider from the Integrations Directory

2) Add your video provider to the appropriate Meeting Type(s)

3) Schedule a meeting using your meeting type

Full instructions for steps 1 - 3 are detailed below. If you are adding a static link only, no need to connect a video provider integration. You can add this static link directly to a meeting type or specify the URL (as location) when you create an individual meeting. 

Connecting a Video Provider (Dynamic Links)

To get started using dynamic conferencing links, go to the Integrations Directory and connect your video provider - such as Zoom or Webex by clicking "Add". Once the video provider is added you will need to associate them with your meeting type - scroll down to learn more. 

CalendarHero supports twelve (12) video conferencing platforms:

• Zoom Video
  • Team Admins can also add Zoom.us on behalf of their organization (account-level permissions required on Zoom)
  • Looking to host a webinar? Zoom Webinar integration is now available!
• Google Meet
• MSTeams Video
• Webex
• Avaya Spaces
• Skype
• GoToMeeting
• Join.me
• Highfive
• BlueJeans
• RingCentral
• Vectera* 
  • *Vectera does not support Dynamic links. Integration will automatically add pre-selected Vectera Room link. 
• CrankWheel
  
  • CrankWheel is a screen-sharing solution, and not a video conferencing solution.  CalendarHero can create a new meeting inside CrankWheel just like any other meeting though.

Adding Zoom Video 

Add Zoom as a video provider integration to dynamically create video links when you schedule meetings. CalendarHero users can each individually add Zoom or Zoom - Webinar as a video integration. Alternatively, Team Admins can authorize Zoom - Account Level or Zoom - Webinar (Account Level) for their entire organization.

Please note: Users must have access to Zoom - Webinar on a paid Zoom.us account, or this integration will not work.

Individual Authorization

Individual users can add Zoom or Zoom Webinar from their personal Integration Directory. To add the integration:

1. Go to the CalendarHero individual video integrations (https://app.calendarhero.com/settings/accounts/add#video)
2. Locate "Zoom" (or Zoom Webinar) video provider and click "Add" 
3. A pop-up will appear. Click "Authorize" to accept the authorization from Zoom.us
4. Once authorized the Zoom video provider will be available to add to any Meeting Type (under the Meeting Type: "Location & Conferencing" tab)

Note: If your Zoom.us account requires passwords for new meetings (this is a Zoom.us user setting), then CalendarHero will automatically add it to the calendar when scheduling your meeting. 

For Zoom webinar only end-users who have access to Zoom - Webinar on a paid Zoom.us account will be able to access this integration.

Account Level Authorization

Team Plan Administrators can authorize Zoom video or Zoom webinars on-behalf of all CalendarHero members in their organization from Corporate-Wide Integrations.

1. Go to the CalendarHero corporate video integrations (https://app.calendarhero.com/org/accounts/add#video) 
2. Locate "Zoom - Account Level" video provider and click "Add" 
3. A pop-up will appear. Click "Authorize" to accept the authorization from Zoom.us
4. Once authorized the Zoom video provider will be available for all applicable members to add to add to any Meeting Type (under the Meeting Type: "Location & Conferencing" tab).

Please Note: 

• The Admin who authorizes Zoom for their organization must ensure they have the required Zoom.us account permissions (set within Zoom).
• Each member who wants to use the video provider must have an existing Zoom video account (associated with the same Zoom account)
• For Zoom webinar only end-users who have access to Zoom - Webinar on a paid Zoom.us account will be able to access this integration. 
• Adding new users to your Zoom account? It may take up to 10 min before they can start to schedule a meeting with their Zoom video link on CalendarHero.
• Have you removed and re-added Zoom as a provider? Members will need to re-add Zoom to their meeting types.

Adding Google Video

Individual users can add Google Meet videos from their personal Integration Directory. To add the integration:

1. Go to the CalendarHero individual video integrations (https://app.calendarhero.com/settings/accounts/add#video)
2. Locate "Google" video provider and click "Add" 
3. When you click on "Add" under Google, you will first get to choose what services you need from that account.  If you already have a Google Calendar, then just select the "video" option.
4. Click the Add button, and you may get an authorization pop-up from Google.  Click on "Authorize" to allow CalendarHero to create video meetings automatically.  
   1. If you do not get an "Authorize" pop-up from Google, then you've already been authorized in the past.
5. Once authorized Google video will be available to add to any Meeting Type  (under the Meeting Type: "Location & Conferencing" tab)

Adding Webex Video

Individual users can add Webex from their personal Integration Directory. To add the integration:

1. Go to the CalendarHero individual video integrations (https://app.calendarhero.com/settings/accounts/add#video)
2. Locate "Webex" video provider and click "Add" 
3. Click the Add button, and you may get an authorization pop-up from Webex.  Click on "Authorize" to allow CalendarHero to create video meetings automatically.  
   1. If you do not get an "Authorize" pop-up from Webex, then you've already been authorized in the past.
4. Once authorized Webex will be available to add to any Meeting Type (under the Meeting Type: "Location & Conferencing" tab)

IMPORTANT: Your Webex account must allow 3rd-party API access. To review or enable this setting in Webex:

• Login to your Webex account and go to https://admin.webex.com/services/meeting/sites
• Click your Site Name
• Click "Configure Site" in the panel on the right
• Click "Site Options" under Common Settings
• Scroll to the Third-Party Integration section
• Check the "Enable 3rd party apps and developers to integrate with Webex Meetings, using REST APIs" box to allow users to use applications or tools developed using Webex REST API 
• Select "Update" to apply the changes

Selecting your Video Provider

Once you have added a video provider (for dynamic links) go to your Meeting Type (https://app.calendarhero.com/settings/meeting) and select your provider from the 'Location & Conference' tab.  You can add your favorite video conference provider to multiple meeting types and omit from others.

Video Conferencing:

• Dynamic: 
  • Use the dynamic link option to automatically generate a unique conferencing link for every associated meeting; no need to remember your video conferencing details. 
  • With the dynamic link, your meeting details automatically update if you need to cancel or reschedule your meeting. 
  • Note: If your Zoom.us account requires passwords for new meetings (this is a Zoom.us user setting), then CalendarHero will automatically add it to the calendar when scheduling your meeting.
• Static:
  • Static (non-changing) links for any video provider can be added by simply entering the full URL into the text box provided.

Scheduling a Meeting with Video

Once you've connected your video provider and then added that provider to your required Meeting Types, simply select (or reference) the associated Meeting Type name when you schedule your meeting. 

In Web: If you added Zoom video to your "Interview" meeting type, then in the web scheduling app you would simply select "Interview" from the meeting type list. 

In-Chat: If you added Zoom video to your "Interview" meeting type, then in chat you would simply say "schedule interview meeting with ". Remember to say the name of your meeting type (e.g. Interview) and the word "meeting" right after. 

When the meeting is booked the video conference details will automatically be added to the meeting invite details so your invitees can easily join the video conference. For Zoom video this includes the phone number information, which will be added to the Calendar agenda. If your Zoom.us account requires passwords for new meetings (this is a Zoom.us user setting), then CalendarHero will automatically add it to the calendar when scheduling your meeting.

• Learn more about managing Meeting Types
• Learn more about Scheduling Meetings