Desktop & web

Scheduling a RingCentral Video meeting in the
RingCentral app desktop and web | RingCentral app

You can easily schedule a RingCentral Video meeting:
  • through the Schedule button in the Video interface
Schedule button in Video interface
  •  and via the Video button in any conversation
Video button in any conversation

Scheduling a RingCentral Video meeting

Scheduling a RingCentral Video meeting via the Video interface

1. Navigate to Video via the left-hand navigation bar.
2. In the Meetings page, click the Schedule button at the top of the page to open the Schedule a meeting window.
3. Update the Meeting title or leave as default.
4. Enter the meeting Date, Time, and Duration.
5. If you’re scheduling on behalf of someone else, select the name of that person in the Schedule for dropdown.
6. In Schedule using, select whether you’d like to send your invite using Outlook or Google calendar, or if you want to share the invite via email, text, or other means.
7. Check the Create team and invite members box if you’d like to create a new team with your meeting participants.

a. The Team name auto-fills with the meeting title.

b. Add members by entering the name or email address of the meeting participants (separated by semicolon) that you’d like to add to the team.

8. Configure the remaining settings under the Meeting settings and Advanced settings dropdown.
9. Click the Schedule button to open the meeting in the calendar app you specified in the Calendar setting. You may be required to sign in and authenticate that calendar if you have not synced your calendar to the RingCentral app.
10. Configure your meeting invite, add your participants, and any additional info in the invite body.
11. Send the meeting invite.

Scheduling a meeting in a conversation

1. Navigate to Message via the left-hand navigation bar.
2. Select a conversation from the list.
3. Click the Video button at the upper right-hand side of the center pane.
4. Click Schedule video meeting to open the Schedule video meeting with (name/team name) window.
5. Update the Meeting title or leave it as default.
6. Enter the Date, Time, and Duration.
7. In Schedule using, select whether you’d like to send your invite using Outlook or Google calendar, or if you want to share the invite via email, text, or other means.
8. In the Participants field, enter the name or email address of the member(s) (separated by a semicolon) from that conversation or click Add all (x members) on the upper right to invite all members.
9. Select your desired settings under Meeting settings and Advanced settings dropdown.
10. Click the Schedule button to open the meeting in the calendar app you specified in the Schedule using setting. You may be required to sign in and authenticate that calendar if you have not synced your calendar to the RingCentral app.
11. Configure your meeting invite, add more participants, and additional info in the email body.
12. Send the meeting invite.

Configuring your RingCentral Video meeting settings

  • Meeting title: Title your meeting
  • Date: Date on which you’d like to host the meeting
  • Time: Time for which you’d like to host the meeting
  • Duration: Meeting duration in hours and minutes
  • Schedule for: Available if you are authorized to schedule a meeting on behalf of a co-worker. For more info, visit Setting delegates to schedule your RingCentral Video meetings
  • Schedule using: Select Outlook Calendar, Google Calendar, or Calendar app for the app you’d like to create the invite with, or select Meeting info to create a meeting ID and copy the meeting details to the clipboard. Choosing Meeting info allows you to still see and select specifics of the invite if needed. You can then paste the information anywhere and decide how to send the meeting invite
  • Participants: If you’re scheduling a meeting from a conversation, this is where you select the people  to invite 
  • Create team and invite members: Select if you want to create a new team with the meeting participants. This only appears if you’re scheduling a meeting via the Video interface
  • Team name: Only available when you checked to Create team and invite members. The team name defaults with (your name)’s RingCentral Video Meeting. You can opt to change the team name.
  • Members: Only available when you checked to Create a team. Enter the name or email address of the meeting participants (separated by a semicolon) that you’d like to add to this team.
  • Use Personal Meeting ID: Select to have others join using your Personal Meeting ID instead of the Meeting ID
  • Require password: Require a password to enter your meeting
  • Participants can only join after me: Only allow participants to join once the host starts the meeting
  • Enable waiting room: When enabled, the host controls when participants join the meeting. The host can set the waiting room to Everyone, Anyone outside my company, or Anyone not signed in.
  • Advanced settings: Click the arrow to expand the following advanced settings:
    • Only authenticated users can join: This allows only authenticated users to join your meeting. Options include Off, Signed in co-workers, and Signed in users.
    • Turn off camera for participants: This immediately turns off the camera for participants when they enter the meeting. Participants can still turn their cameras on at any point during the meeting.
    • Mute audio for participants: This mutes participants when they enter the meeting. Participants can still unmute their audio at any point during the meeting
    • Only host & moderators can share screen: Enable this option to allow only you (as host) and moderators to share their screen in a meeting
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