Guidelines for scheduling and updating meetings using
RingCentral apps and integrations | RingCentral Video

Last updated on November 19, 2021

Table of contents

Any single or recurring meeting scheduled using the RingCentral apps or integrations should be edited using the same app or integration initially used for scheduling. This prevents duplicate meeting invites and duplicate meeting templates in the body of the Outlook invite.
 
For example, a meeting created using the RingCentral Meetings desktop app should not be modified using the RingCentral Scheduler add-in.
 
Here are additional app/integration behavior examples if a user doesn’t follow the above-mentioned guidelines.
# Initiated apps used for scheduling meetings Apps used for updating meetings Observed behavior
1 RingCentral Scheduler RCM plugin in Outlook
Users cannot update the meeting because RCM plugin has only two features:
• Scheduling a meeting
• Starting instant meeting
2 RCM desktop app
If updating the meeting time or a setting, such as adding/removing the passcode using the RCM desktop app, the user will see two meeting invites in their Outlook Calendar.
 
This is because the RCM desktop app pushes the updates into the Outlook calendar. It can not delete or update any original invites. 
3 RingCentral desktop app Users cannot update meetings from the RingCentral desktop app as there is no edit feature.
4 RCM plugin in outlook RingCentral Scheduler
If the user changes the meeting time or adds/removes the passcode and then clicks update on Scheduler, they will see two meeting links in the body of the invite. However, in Outlook, the user will see the meeting moved to a new time with the passcode changed reflected.
 
Also, other meeting participants will receive an update with two meeting links, the latest updated meeting link is at the bottom of the invite body.
5 RCM desktop app
If the meeting time or a meeting setting, such as add/remove the passcode, is updated using the RCM desktop app, the user will see two meeting invites in their Outlook Calendar.

This is because the RCM desktop app just pushes the updates into the Outlook calendar. It cannot delete or update any original meeting invites.
6 RC desktop app Users cannot update meetings from the RC desktop app as there is no edit feature.
7 RCM desktop app RingCentral Scheduler
If the user changes the meeting time or adds/removes the passcode and then clicks update on Scheduler, they will see two meeting invite templates in the body of the invite. However, in Outlook, the user will see the meeting moved to a new time with the passcode change reflected. 
 
Also, other meeting participants will receive an update with two meeting templates, the latest update is at the bottom of the invite body.
8 RC desktop app Users cannot update meetings from the RC desktop app as it does not have an edit feature.
9 RCM plugin in outlook
Users cannot update as the RCM Plugin has only two features:
• Scheduling a meeting
• Starting an instant meeting
10 RC desktop app RingCentral Scheduler RC desktop app uses the RCM Plugin to schedule the meeting. Hence, the user will experience similar behavior as # 4.
11 RCM desktop app RC desktop app uses the RCM Plugin to schedule the meeting. Hence, the user will experience similar behavior as # 5.
12 RCM plugin in outlook
RC desktop app uses the RCM Plugin to schedule the meeting. Users cannot update as RCM Plugin has only two features:
• Scheduling a meeting
• Starting an instant meeting

A general guideline to scheduling a recurring meeting

A recurring meeting will be successfully scheduled across all apps and integrations such as RingCentral Meetings desktop app, RingCentral desktop app, Outlook calendar, and RingCentral Scheduler only if you enable the recurrence setting in the Scheduler and the Outlook calendar invite. 
 
Here are some examples of app/integration behavior if a user doesn’t follow this guideline.
 
Example 1:
 
If you set a meeting to recurring only in the Outlook calendar invite:
  • You will see a recurring meeting series scheduled and reflected only in your Outlook calendar and the I’m hosting or I’ve scheduled view of the RingCentral desktop app (if you’ve selected RingCentral Meetings as your video service).
  • You will not see this meeting under recurring meeting series in your RingCentral Meetings desktop app and the I’m hosting view of the RingCentral desktop app (if you’ve selected RingCentral Meetings as your video service). Instead, you will see a single meeting.
Example 2:
 
If you set a meeting to recurring only in RingCentral Scheduler by clicking the recurring meeting checkbox:
  • You will see a recurring meeting series scheduled and reflected only in your RingCentral Meetings desktop app and the I’m hosting view of the RingCentral desktop app (if you’ve selected RingCentral Meetings as your video service).
  • You will not see the recurring meeting series but instead, will see a single meeting scheduled in your Outlook Calendar and the I’m hosting or I’ve scheduled view of the RingCentral desktop app (if you’ve selected RingCentral Meetings as your video service).

A general guideline to scheduling a PMI and non-PMI meeting

If you switch a non-Personal Meeting ID (PMI) meeting to a PMI meeting and then click the update button on RingCentral Scheduler, then you would need to manually delete the non-PMI meeting template in the body of the invite and also delete the non-PMI meeting in your RingCentral Meetings desktop app before sending the update to other participants.
 
Limitation: The RingCentral Scheduler cannot detect any older non-PMI meetings when switched to PMI due to a RingCentral Meetings API limitation. The API doesn’t allow the RingCentral Scheduler to erase meetings and replace them as the meeting ID and its settings change when you switch from non-PMI to PMI.
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