With over 100 million daily meeting participants at its peak during the pandemic, Google Meet quickly became a go-to tool for virtual collaboration. To put that into perspective, that’s like hosting a global conference every single day. No wonder scheduling those meetings can get overwhelming!
Thankfully, Google Meet works seamlessly with Google Calendar and Gmail, making it easier than ever to organize your meetings. Whether it’s a quick check-in with the team or a client presentation, you can count on these tools to keep things running smoothly.
This guide will cover the different ways to schedule Google Meet meetings, from Google Calendar to the Meet app and mobile devices. These methods will help you save time and avoid the headache of back-to-back calls and missed links.
What is Google Meet?
Google Meet is a video conferencing tool that helps teams connect virtually. It integrates with Gmail and Google Calendar, making it easy to schedule and join meetings directly from your inbox or calendar.
- Google Meet supports up to 500 participants, depending on your account type, making it ideal for both small and large meetings.
- It integrates seamlessly with Gmail and Google Calendar, automatically adding meeting links to invites.
Also Read: Google Meet vs. Zoom: Battle of the video conference platform titans.
How to Schedule a Google Meet Using Google Calendar in Advance?
Scheduling a Google Meet through Google Calendar ensures that all participants receive the meeting details in advance, helping to avoid last-minute confusion. This method also allows you to set reminders and include relevant documents.
Here’s how to schedule a Google Meet using Google Calendar:
- Open Google Calendar: Go to calendar.google.com in your browser.
- Click the + Create button or pick a time slot: Click “Create” or select an available time on your calendar.
- Enter meeting details (title, date, time, etc.).
Add all the necessary details for your meeting, like the title, date, and time. - Select ‘Add Google Meet video conferencing.’
Click this option, and Google Meet will create a meeting link for your event. - Add guests.
Under “Guests,” type the email addresses of everyone you want to invite. - Save and send invites.
Click “Save” to send out invites with the Google Meet link included. - Share the meeting link.
You can also copy and share the meeting link via email or messaging.
Clockwise’s Prism AI for Smarter Scheduling helps you instantly spot available Focus Time by visually organizing your calendar. This means scheduling meetings through Google Calendar becomes even easier, as Clockwise ensures there’s no overlap and your deep work is protected.
Also Read: A Guide to Automated Scheduling- Benefits, Types, and Implementation
How to Schedule a Google Meet Directly from the Google Meet App?
If you’re on the go or prefer using the Google Meet app, scheduling a meeting is quick and convenient. You can set up a meeting in just a few taps and share the invite instantly with participants.
Follow these steps to schedule a Google Meet using the app:
1. Open the Google Meet app.
Launch the app on your device.
2. Tap “New Meeting.”
You’ll find this option at the bottom of the screen.
3. Choose one of the following options:
- Create a meeting for later.
This generates a link you can use later. - Start an instant meeting.
This starts the meeting right away. - Schedule via Google Calendar.
This will send you to Google Calendar to schedule the meeting.
4. For “Create a meeting for later,” generate and copy the link.
If you choose this option, click “Copy Meeting Link.”
- Share the meeting link.
Send the link to your participants via email, message, or any other way. - Join the meeting.
When it’s time for the meeting, just click on the link to join.
How to Schedule a Google Meet Through Gmail?
89% of remote employees feel more connected and involved with teams when using video conferencing, highlighting the importance of tools like Google Meet for communication.
Scheduling Google Meet directly from Gmail is a quick and convenient option, especially if you’re already in your inbox.
Here’s how to schedule a Google Meet from Gmail:
1. Open Gmail and go to the “Meet” section.
You’ll find this on the left side of your inbox.
2. Click “New Meeting” or “Join a Meeting.”
Choose the option that works for your needs.
3. Click “Start a meeting” to generate a meeting link.
This will instantly create a unique meeting link for you to use.
4. Copy the link and share it.
You can copy the link and manually send it to participants via email or any other messaging platform.
5. Join the meeting.
When it’s time for the meeting, click the link to join directly from Gmail.
Scheduling directly from Gmail is simple, and with Clockwise’s Custom Scheduling Links, you can allow stakeholders to book meetings directly during available slots, saving you time by cutting down on the endless email back-and-forth.
Also Read: Top 10 Online Scheduling Tools for Team Meetings in 2025
How to Schedule Google Meet on Mobile Devices?
Mobile devices make it easy to stay connected, even when you're away from your desk. Whether you're coordinating with a team or setting up a quick check-in, having the ability to schedule meetings on the go ensures you never miss an important discussion.
Here’s how to schedule a Google Meet meeting on an Android device:
1. Open the Google Calendar app.
Launch the Google Calendar app on your Android phone.
2. Create an event.
Tap on a time slot or click the “+” icon to create a new event.
3. Add the meeting details (title, date, time, etc.).
Fill in the event details, such as the meeting title, date, and time.
4. Select “Add Google Meet video conferencing.”
This option will generate the Google Meet link for your meeting.
5. Invite participants by entering their email addresses.
Under the "Guests" section, type in the email addresses of everyone you want to invite.
6. Save the event and send the invites.
Tap “Save,” and Google Calendar will automatically send invites with the Google Meet link.
Scheduling Google Meet on iOS Devices
Scheduling Google Meet on iOS works similarly to Android, with a few simple steps:
1. Open the Google Calendar app.
Open the app on your iPhone or iPad.
2. Create an event.
Tap on a time slot or use the “+” icon to create a new event.
3. Enter meeting details.
Add the title, date, and time of the meeting.
4. Select “Add Google Meet video conferencing.”
This will generate the meeting link for your session.
5. Invite participants.
Enter the email addresses of the invitees in the "Guests" section.
6. Save and send invites.
Tap “Save” to send the meeting link to participants.
Also Read: How to Reschedule a Meeting: Tips and Examples
Best Practices for Scheduling Effective Meetings
Employees spend approximately 28 minutes in unnecessary meetings each day, totaling up to 21.5 hours a week. To make better use of time, it’s essential to schedule meetings efficiently.
Here are some best practices to help you schedule meetings more effectively.
1. Set a Clear Agenda
Setting a clear agenda helps keep meetings on track. Clockwise’s Smart Time Blocking ensures that your meetings don’t interfere with important tasks by automatically allocating time for them.
2. Select the Right Time
Consider time zones when scheduling meetings. Google Calendar’s time zone feature automatically adjusts meeting times for participants in different regions, preventing confusion and ensuring that everyone can join at a convenient time.
3. Invite the Right People
Only invite the necessary participants to keep the meeting focused and efficient. Only invite essential participants to avoid overcrowded meetings.
Clockwise’s Round Robin Scheduling helps distribute meeting requests fairly, so no one person is overloaded.
4. Send Meeting Reminders
Use Google Calendar’s automatic reminders to ensure that everyone shows up on time. You can set multiple reminders for each meeting, making sure that no one forgets about it.
5. Test Technology Before the Meeting
Check your microphone, camera, and internet connection before the meeting starts. Clockwise's Slack and Zoom Integration ensures smooth communication and scheduling by automatically updating your Slack status to show when you're in a meeting or focus time.
6. Check for Double-Booking or Overlapping Meetings
Double-booking meetings can lead to confusion and missed appointments. To avoid double-booking or overlapping meetings, Clockwise’s AI-Powered Meeting Rescheduling automatically detects conflicts and moves meetings to optimal slots based on availability.
7. Ensure Correct Time Zone Settings
Incorrect time zone settings can confuse, especially if you're working with international teams. Always double-check the time zone before sending out invites to ensure that everyone is on the same page.
8. Don’t Forget to Include the Meeting Link
Forgetting to add the meeting link in the invite can cause frustration for participants. Always make sure that the Google Meet link is included in the calendar invite or email so attendees can join without issues.
9. Troubleshooting Google Meet Scheduling Issues
Several issues can arise during the meeting. Here are some common issues and how to troubleshoot them.
- Dealing with Missing Meeting Links
If the link is missing, check the calendar event to make sure it was included. If not, copy the link and send it manually via email or message.
- Resolving Time Zone Discrepancies
To fix time zone errors, go to Google Calendar, click on the event, and adjust the time zone settings to match the participants' locations.
- Google Meet Not Connecting or Technical Issues
If you can’t connect, check your internet connection and update the app or browser. Clearing the cache or restarting the app usually fixes the issue.
Also Read: Group Calendar Apps for Team Productivity
Conclusion
Scheduling Google Meet in advance helps keep your meetings organized and ensures that everyone is on the same page.
By integrating Google Meet with Clockwise’s features, such as AI-powered scheduling, Focus Time Protection, and Cross-Time Zone Coordination, you can ensure your meetings are scheduled efficiently and without conflict.
Start using these methods and tools today to take control of your meeting schedule and boost your productivity. With the right tools, your meetings will run smoothly every time.
About the author
Kacy is the VP of Marketing at Clockwise, where she's spent the last three years helping companies transform their approach to time management and team productivity. As a working mother of two, she brings both professional insight and personal experience to conversations about maximizing precious time. Kacy draws inspiration from thought leaders like Cal Newport, Jake Knapp, and Cassie Holmes, applying their principles to help modern teams work smarter. When she's not nerding out on calendar management techniques, you can find her striving to create balance and intentionality in her own life, both at home and in the office.
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