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Meeting Accounts

A meeting account is an account that BusyCal uses to create a video call for an event or a booking. BusyCal can create Zoom, Webex, Google Meet and Microsoft Teams calls. The service you choose decides which account creates the call.

Which Account Creates the Call​

There are two kinds of meeting accounts.

Zoom and Webex are separate accounts that you link in BusyCal. They do not depend on your calendars, so they can create a call for an event on any calendar that you can edit.

Google Meet and Microsoft Teams calls come from the account of the event's calendar. For an event on a Google calendar, BusyCal creates a Google Meet call with that calendar's Google account. For an event on a Microsoft 365 calendar signed in with Microsoft, BusyCal creates a Teams call with that calendar's Microsoft account. Another account of yours cannot create these calls for a calendar in a different account. For example, an event on an iCloud calendar cannot have a Google Meet call, even if you also have a Google account in BusyCal.

Setting Up Zoom and Webex​

To link a Zoom or Webex account:

  1. Choose BusyCal > Settings, then select Accounts in the sidebar.
  2. Click + (plus) below the list of accounts.
  3. Choose Zoom or Webex from the Server Type pop-up menu, then click OK.
  4. Sign in to your Zoom or Webex account in your web browser, and allow BusyCal to access it.

To add a call to an event, select the event and click Add Zoom call... or Add Webex call... in the Info Panel.

tip

If the button is not there, turn on Zoom or Webex by Cisco under Show fields in Info Panel settings. You can also click the arrow at the bottom of the Info Panel to show all fields.

To also put the call link in the event's location, select the account in Accounts settings and turn on Add meeting URL to event location.

For more about Zoom calls, see Using BusyCal with Zoom.

Setting Up Google Meet​

Google Meet calls come from your Google account, so there is no separate account to link.

  1. Add your Google account in Accounts settings, if it isn't there. See Syncing with Google Calendar.
  2. Select an event on a calendar of that account.
  3. Click Add Meets call... in the Info Panel.

BusyCal shows Add Meets call... only on calendars where Google allows Google Meet calls.

To add a Google Meet call each time you invite people to an event, select the Google account in Accounts settings and turn on Add Google Meets to new meeting invites.

Setting Up Microsoft Teams​

Teams calls come from your Microsoft account, so there is no separate account to link.

  1. Add your Microsoft 365 account in Accounts settings, if it isn't there. Choose Office 365 under Microsoft Graph in the Server Type pop-up menu. See Using BusyCal with Office 365 (Microsoft Graph).
  2. Select an event on a calendar of that account.
  3. Click Add Teams call... in the Info Panel.

If you added the account with Office 365 under Legacy: Exchange Web Services, select it in Accounts settings and turn on Enable Microsoft Teams Integration first. Your Office 365 administrator may need to approve this.

Whether a Microsoft calendar can create Teams calls depends on its account. Teams calls work only on calendars that you own, and your organization can turn them off.

Video Calls on Booking Pages​

A booking page in BusyCal Bookings can offer a video call as a location. Each booking then gets its own call, which BusyCal creates with your meeting account. For the other kinds of location, see Locations and Video Calls.

Choosing a Service​

When you add a Video Call location to a page, you choose a service from a list. The list shows only the services that the page's calendar can use:

  • Zoom and Webex, if you linked them in BusyCal.
  • Google Meet, if the page adds bookings to a Google calendar.
  • Microsoft Teams, if the page adds bookings to a Microsoft calendar whose account can create Teams calls.
  • Skype, if the page adds bookings to a Microsoft calendar whose account creates Skype calls instead of Teams calls.

While the page has no calendar, the list shows only Zoom and Webex. The page needs a calendar before it can take bookings.

You choose this calendar in your dashboard, in the booking page's Add bookings to setting.

What Happens After Someone Books​

  1. The person who booked gets their confirmation right away. It does not wait for the call. On a page where you approve each request, they get it after you approve.
  2. BusyCal adds the booking to your calendar.
  3. BusyCal creates the call with the meeting account for that service. The call also appears in the event in your calendar.
  4. When the call is ready, the person gets an updated invitation with the call link.

If the call is not ready when BusyCal Bookings sends the confirmation, the confirmation tells the person that the call link will come by email.

Troubleshooting​

The Service I Expect Is Not Offered​

If Zoom or Webex is missing, link the account as described in Setting Up Zoom and Webex. If the account is already there, select it in Accounts settings and check that Enable this account is on.

If Google Meet, Microsoft Teams or Skype is missing, check which calendar the page adds bookings to. Google Meet needs a Google calendar. Teams and Skype need a Microsoft calendar whose account can create those calls. Your other Google or Microsoft accounts cannot create these calls for that calendar.

If no service is offered at all, link a Zoom or Webex account, or have the page add bookings to a calendar that offers calls.

BusyCal tells BusyCal Bookings which services you can use. After you link an account or change a calendar, make sure that BusyCal is open on a device that uses Bookings.

Booking pages offer only Zoom, Webex, Google Meet, Microsoft Teams and Skype. A GoTo Meeting account works for events in BusyCal, but not for bookings.

BusyCal creates each call on the device that adds the booking to your calendar. Open BusyCal on your devices that use Bookings.

Check the meeting account. Zoom and Webex need a linked account with Enable this account on. Google Meet, Teams and Skype need a booking calendar in an account that can create those calls.

BusyCal Bookings keeps the booking in your dashboard until its call link is ready. Before the meeting starts, you can add a link yourself there. Open the booking in your BusyCal Bookings dashboard and click Add Call Link…. The person gets an updated invitation with that link. To open the dashboard, click Open Dashboard in Bookings settings.

If you use Zoom and use Bookings on more than one device, see Zoom on more than one device.

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