How to Schedule a Google Meet Session With a Google Calendar Event

Quick and easy-to-follow guide for Google Meet users

You can set up a Google Meet session in advance by scheduling a Calendar event.

How to schedule a new Google Meet session in advance using Google Calendar step-by-step with images

Step 1

Go to https://meet.google.com and click New meeting.

Step 2

Select Schedule in Google Calendar.

Step 3

One way for guests to join the Google Meet session is by clicking the Join with Google Meet button. They will see it when viewing the event on their calendar.

Manage the Google Meet session’s settings in advance

To the right of the Join with Google Meet button, click the gear icon (Video call options).

Step 4

Host controls

Select Host controls.

You can turn Quick access and Attendance tracking on/off here. If you keep Quick access on:

Users in your domain can join the session without approval at any time
Anyone dialing into the session can join without approval
Anyone can dial out

If you turn it off:

You must join the session first, or else others can’t join
Only people you invited can join without approval; you must approve everyone else during the session, including anyone who tries to join by dialing in
People can’t join anonymously
Only you and other co-hosts can dial out

Attendance tracking

You may also be able to turn on Attendance tracking.

This feature is not available for G Suite Basic, G Suite Business, Google Workspace Business Starter, Google Workspace Business Standard, Google Workspace for Education Starter, Google Workspace for Education Standard, and Nonprofits.

With attendance tracking, you receive an email with a Google Sheets link to an attendance report. The report includes:

Participants’ names
Participants’ email addresses
Part of their phone numbers if they dial in from their phone
When they joined, how long they were in the session, and when they left. If someone leaves and joins multiple times, you’ll only see their overall time spent in the session

Step 5

Create breakout rooms

Select Breakout rooms to separate participants into groups of different sub-sessions.

You can adjust the number of breakout Rooms, set a Timer, Shuffle participants randomly between rooms, or click Clear to reset the settings to the default.

If you click the Timer setting, check the End breakout rooms after a set amount of time box and specify how long you want the breakout rooms to last. When this time runs out, a 30-second countdown starts before all participants return to the main room.

You can click a breakout room’s name to change it.

Click and drag a meeting participant to move them to another breakout room.

Step 6

Invite people to the Google Calendar event

Invite people by entering their names or email addresses under Guests. When they appear below, click to select them.

Searching by name and getting suggestions only works for people in your Google Contacts at https://contacts.google.com.

Step 7

Add attachments to the Google Meet session

You can add attachments to the calendar event and the Google Meet session.

Anyone in the meeting can click an attachment to access it, as long as they have sufficient access permissions.

Click the paper clip icon (Add attachment) in the Description field at the bottom.

Step 8

Share files with session participants

Select a file from My Drive, Shared drives, Shared with me, or Upload a file now.

Then click Select to add it to the event.

Step 9

When you click SAVE to add the event, you will see this warning if people can’t access the attachments.

You can keep Share with x people selected to add those who don’t have access to the files’ direct sharing settings.

Select Turn link sharing on to allow people to access and view the file by link without adding them to the direct sharing settings. They won’t be able to edit the file.

Check the Don’t give access box if you want to keep the file’s settings as they are.

Step 10

If you select the option to add people to the sharing permissions, you can click the sharing level and choose between View, Comment, or Edit.

View only allows people to see the file
Comment also allows them to comment
Edit allows them to edit

Click INVITE.

Step 11

Send an email invitation to all participants

Click Send to send an email invitation to all event guests.

Step 12

Joining the Google Meet session

This is the email invitation.

Guests can see details and let others know if they’re joining.

They can also join the session by phone or by clicking the link there.

Step 13

The meeting will also be accessible before the event starts if Quick access is on. The option to join will be visible on the right on the Google Meet home page at https://meet.google.com.

Step 14

When a guest clicks the meeting there or goes to the meeting link, they will see this screen showing who is currently in the session.

They can also enable/disable their camera and microphone and apply visual effects before joining.

Click Join now to join.

Step 15

During the session, click the Meeting details icon at the bottom right to see attachments.

Step 16

Attachments appear below the Copy joining info button.

Anyone in the meeting can click an attachment and access it, as long as they have sufficient access permissions.

That's all! You reached the end of the article. Continue to:

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Add Participants to a Meeting

Invite participants to a meeting session.

View All Meeting Participants

See a list of all meeting session participants.

Mute or Pin Meeting Participants

Mute a meeting participant or pin them to view only them at all times.

Remove Meeting Participants

Remove participants from a meeting session.

Send Chat Messages to Meeting Participants

Send a chat message to meeting participants.

Start a New Meeting in Google Meet

Start a new Google Meet session now.

View and Share a Meeting’s Joining Information

View a meeting’s joining information and email it to others.

Create a Meeting for Later

Start a new meeting in advance.

Schedule a Meeting With a Google Calendar Event

Schedule a new meeting in advance using Google Calendar.

Join a Meeting

Join a meeting started by someone else.

Dial Into a Meeting by Phone

Use your phone for audio in a Google Meet session.

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How to Schedule a Google Meet Session With a Google Calendar Event

Quick and easy-to-follow guide for Google Meet users

How to schedule a new Google Meet session in advance using Google Calendar step-by-step with images

Step 1

Step 2

Step 3

Manage the Google Meet session’s settings in advance

Step 4

Host controls

Attendance tracking

Step 5

Create breakout rooms

Step 6

Invite people to the Google Calendar event

Step 7

Add attachments to the Google Meet session

Step 8

Share files with session participants

Step 9

Step 10

Step 11

Send an email invitation to all participants

Step 12

Joining the Google Meet session

Step 13

Step 14

Step 15

Step 16

That's all! You reached the end of the article. Continue to:

If you find this useful, share and help others!

Get the best out of Google Workspace

Resources for website creators

Protect your data and maximize security

Better Gmail and email marketing

Process optimization and collaboration

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