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Scheduling a RingCentral Video meeting

Last updated on October 25, 2022
You can schedule a RingCentral Video meeting from the RingCentral mobile app, the RingCentral app on your desktop or web browser, and your Outlook or Google calendars.
 
Where do you want to schedule a RingCentral Video meeting?
Desktop & web
Mobile
Outlook
Google
Schedule a Meeting
Runtime 1:35

From the Video tab

  1. Go to Video in the left navigation bar.
  2. On the Meetings page, click the Schedule button at the top to open the Schedule a meeting window.
Click Schedule
  1. Enter your meeting details and adjust your settings:
    1. Enter your Meeting title and set the Date, Time, and Duration.
    2. Select Recurring meeting if you’d like the meeting to repeat.
    3. If you’re scheduling on behalf of someone else, select their name in the Schedule for dropdown.
    4. In the Schedule using dropdown, you can send your invitation using your preferred calendar or select Meeting info and share the invitation in an email or text message.
      1. i. If you schedule using your preferred calendar, you can select Create team and invite members to create a new team with your meeting participants. The Team name will be the title of the meeting by default. You can delete this title and add your own.

    5. Select Use personal meeting to schedule the meeting with your Personal meeting ID instead of a different meeting ID.
    6. Adjust the remaining settings under Meeting settings and Advanced settings.
Adjust meeting settings
  1. Click Schedule.
    1. If you scheduled using a calendar, clicking Schedule will open your synced email account with an email that has your video meeting information filled in automatically. Add contacts, then send the email as you normally would. 
    2. If you scheduled using Meeting info, clicking Schedule will display your meeting information for you to copy and share.

From a conversation

  1. Go to Message in the left navigation bar.
  2. Select a conversation from the left panel.
  3. Click the Video actions dropdown at the upper right of the main panel.
Click Schedule video meeting
  1. Select Schedule video meeting.
  2. Enter your meeting details and adjust your settings:
    1. Enter your Meeting title and set the Date, Time, and Duration.
    2. Select Recurring meeting if you’d like the meeting to repeat.
    3. If you’re scheduling on behalf of someone else, select their name in the Schedule for dropdown.
    4. In the Schedule using dropdown, you can send your invitation using your preferred calendar or select Meeting info and share the invitation in an email or text message.
    5. Add or remove Participants.
    6. Select Use personal meeting to schedule the meeting with your Personal meeting ID instead of a different meeting ID.
    7. Adjust the remaining settings under Meeting settings and Advanced settings.
Adjust meeting settings
  1. Click Schedule.
    1. If you scheduled using a calendar, clicking Schedule will open your synced email account with an email that has your video meeting information filled in automatically. Add contacts, then send the email as you normally would. 
    2. If you scheduled using Meeting info, clicking Schedule will display your meeting information for you to copy and share.

From the New actions button

  1. Click the new actions (+) button in the upper right corner next to your profile picture.
  2. Select Schedule a video meeting.
Click Schedule video meeting
  1. Enter your meeting details and adjust your settings:
    1. Enter your Meeting title and set the Date, Time, and Duration.
    2. Select Recurring meeting if you’d like the meeting to repeat.
    3. If you’re scheduling on behalf of someone else, select their name in the Schedule for dropdown.
    4. In the Schedule using dropdown, you can send your invitation using your preferred calendar or select Meeting info and share the invitation in an email or text message.
      1. i. If you schedule using your preferred calendar, you can select Create team and invite members to create a new team with your meeting participants. The Team name will be the title of the meeting by default. You can delete this title and add your own.

    5. Select Use personal meeting to schedule the meeting with your Personal meeting ID instead of a different meeting ID.
    6. Adjust the remaining settings under Meeting settings and Advanced settings.
Adjust meeting settings
  1. Click Schedule.
    1. If you scheduled using a calendar, clicking Schedule will open your synced email account with an email that has your video meeting information filled in automatically. Add contacts, then send the email as you normally would. 
    2. If you scheduled using Meeting info, clicking Schedule will open your meeting information for you to copy and share.
Schedule a Meeting (Mobile)
Runtime 1:34
  1. Tap Video in the bottom menu bar.
Tap Video
  1. Tap Schedule at the top.
Tap Schedule
  1. Enter your Meeting title.
  2. Set the Date, Start time, and End time.
  3. If you’re scheduling on behalf of someone else, select their name in the Schedule for dropdown.
  4. Tap Schedule using to choose how you want to send your invitation. You can use a connected calendar or Schedule without calendar to share the invitation in an email or text message. Note: You can set your default option for scheduling new meetings under Connected accounts settings.
  5. Adjust the remaining meeting settings.
  6. Tap Next (iOS device) or the arrow button (Android) in the top right corner.
    • If you haven’t connected a calendar or have chosen to schedule without one, your meeting is now scheduled. You can share the meeting invite on your phone by tapping Share invite
    • If you’ve connected a calendar with the RingCentral mobile app:
      •  ▪ Add your participants, then tap Next to open the default calendar you’ve selected. 
      •  ▪ Adjust your meeting settings and tap the checkmark icon at the top right to schedule your meeting and send your invitation. 
Tap Schedule
Note: To schedule a video meeting in your Outlook calendar, make sure you have the RingCentral Scheduler Outlook add-in installed.

From the Outlook app on your computer or from the web

  1. Open the Outlook desktop or web app.
  2. Click Calendar in the left navigation bar.
  3. Select New event from the top left panel.
Select New event
  1. Enter the meeting title, invite attendees, and set when the meeting will start and end.
  2. Click the More icon in the top menu and select RingCentral Scheduler. If prompted, sign in using your RingCentral credentials.
Click RingCentral Scheduler
  1. Make any desired changes to the meeting settings, then click Add Meeting.
Click Add meeting
Note: If you need to make any changes after you’ve added the meeting to the invitation, click Update Meeting at the bottom of the RingCentral Scheduler.
  1. Click Send.

From the Outlook app on your mobile device

  1. Open the Outlook app.
  2. Tap Calendar at the bottom of your screen.
  3. Tap the plus icon to create a new event.
Tap Calendar then plus icon
  1. Turn on the RingCentral Scheduler. If prompted, sign in using your RingCentral credentials.
  2. Enter the meeting title, invite attendees, and set when the meeting will start and end.
  3. Tap the check mark at the top right of your screen.
Enter meeting details

Video meeting settings in RingCentral Scheduler

You’ll find the following settings in RingCentral Scheduler:
  • Schedule on behalf of: Schedule the meeting on behalf of another user. 
  • Use personal meeting ID: Schedule the meeting with your Personal meeting ID or name. 
  • Mute audio for participants: Participants will be muted when they join.
  • Turn off camera for participants: Participants’ cameras will be turned off when they join. They can turn on their cameras anytime during the meeting.
  • Require password: Require participants to enter a password before they can join your meeting.
  • Participants can only join after me: Participants must wait for the host before joining the meeting. 
  • Enable waiting room: The host controls when a participant can join the meeting.
  • Only authenticated users can join: Only users or coworkers who are signed in can join the meeting. 
  • Only host & moderators can share screen: Only the host and moderators can share their screens during the meeting.
Note: To schedule a video meeting in your Google calendar, make sure you have the RingCentral Google Workspace Add-on installed.

From a Google calendar event on your computer or mobile

  1. Go to Google Calendar.
  2. Create a new Event.
Click Create then Event
  1. Enter the meeting title and set when the meeting will start and end.
  2. Enter the names or email addresses of your participants in the Add guests field.
  3. Select RingCentral Video Meeting from the video conferencing dropdown.
Select RingCentral Video Meeting
  1. Click Save.

From the RingCentral Google Workspace Add-on on your computer

  1. Go to Google Calendar.
  2. Click the RingCentral icon in the right panel. If prompted, sign in using your email address.
Click the RingCentral icon
  1. In Google Calendar, click your preferred date and time for the meeting, or click Create and select Event from the dropdown.
Click Create then Event
  1. Make any desired changes to the meeting settings, then click Add Meeting.
Click Add meeting
  1. Enter the meeting title and set when the meeting will start and end.
  2. Enter the names or email addresses of your participants in the Add guests field.
  3. Click Save.

Video meeting settings in the RingCentral Google Workspace Add-on

You’ll find the following settings in the RingCentral Google Workspace Add-on:
  • Schedule on behalf of: Schedule the meeting on behalf of another user. 
  • Use personal meeting ID: Schedule the meeting with your Personal meeting ID or name. 
  • Mute audio for participants: Participants will be muted when they join.
  • Turn off camera for participants: Participants’ cameras will be turned off when they join. They can turn on their cameras anytime during the meeting.
  • Require password: Require participants to enter a password before they can join your meeting.
  • Participants can only join after me: Participants must wait for the host before joining the meeting. 
  • Enable waiting room: The host controls when a participant can join the meeting.
  • Only authenticated users can join: Only users or coworkers who are signed in can join the meeting. 
  • Only host & moderators can share screen: Only the host and moderators can share their screens during the meeting.
Desktop & web

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

Last updated on January 19, 2022

Table of contents

You can schedule a RingCentral Video meeting in a few ways:
View of the 'Save' and 'Cancel' buttons in a configuration page
To configure your video settings before scheduling a meeting, read Configuring RingCentral Video settings on RingCentral app desktop and web.

Scheduling a meeting via the Video interface

  1. Navigate to Video in the left-hand navigation bar.
  2. On the Meetings page, click the Schedule button at the top to open the Schedule a meeting window.
Click the Schedule button in the Meetings page
  1. Update the Meeting title or leave it as the default.
  2. Enter the meeting's Date, Time, and Duration.
  3. In Schedule using, select whether you’d like to send your invitation using your preferred calendar, or select Meeting info from the dropdown so you can share the invitation via email, text, or other means.
  4. In the Participants field, enter the names or email addresses (separated by semicolons) of the member(s) of that conversation, or click Add all (x members) at the upper right to invite all members of that conversation.
  5. Select your desired settings under the Meeting settings and Advanced settings dropdowns.
Click the Schedule button in the Meetings page
  1.   In Schedule using, select whether you’d like to send your invitation using your preferred calendar, or select Meeting info from the dropdown so you can share the invitation via email, text, or other means.  
  2. Check the Create team and invite members box if you’d like to create a new team with your meeting participants.
    1. The Team name will be auto-filled with the meeting title.
    2. Add members by entering the names or email addresses (separated by semicolons) of the meeting participants you’d like to add to the team.
  3. Configure the remaining settings under the Meeting settings and Advanced settings dropdowns.
Click the Schedule button in the Meetings page
  1.   Click the Schedule button to open the meeting in the calendar app you specified in the Schedule using setting. If you chose a calendar and have not yet synced it to the RingCentral app, you may be required to sign in and authenticate that calendar.  
  2.   Configure your meeting invitation, then add more participants and any additional info in the invitation body.  
Meeting details
  1. Send the invitation.

Scheduling a meeting in a conversation

  1. Navigate to Message via the left-hand navigation bar.
  2. Select a conversation from the list in the left panel.
  3. Click the Video actions dropdown button at the upper right-hand side of the center pane.
Video button in any conversation
  1. Click Schedule video meeting to open the Schedule video meeting with (name/team name) window.
  2. Update the Meeting title or leave it as the default.
  3. Enter the meeting's Date, Time, and Duration.
  4. In Schedule using, select whether you’d like to send your invitation using your preferred calendar, or select Meeting info from the dropdown so you can share the invitation via email, text, or other means.
  5. In the Participants field, enter the names or email addresses (separated by semicolons) of the member(s) of that conversation, or click Add all (x members) at the upper right to invite all members of that conversation.
  6. Select your desired settings under the Meeting settings and Advanced settings dropdowns.
  7. Click the Schedule button to open the meeting in the calendar app you specified in the Schedule using setting. If you chose a calendar and have not yet synced it to the RingCentral app, you may be required to sign in and authenticate that calendar.
  8. Configure your meeting invitation, then add more participants and any additional info in the invitation body.
Meeting details in email
  1. Send the meeting invitation.

Configuring your RingCentral Video meeting settings

  • Meeting title: Title of your meeting. This will be displayed during the meeting and will be used for the recording’s title. This title will also be used for the meeting invitation if you select a calendar.
  • Date: Date on which you’d like to host the meeting.
  • Time: Time at which you’d like to host the meeting.
  • Duration: Meeting duration in hours and minutes.
  • Schedule for: Select if you want to schedule the meeting for yourself, or use the dropdown to select the name of the person on whose behalf you’re scheduling the meeting. This option is available if you’re 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 the calendar you’d like to use to create your invitation, as long as you’ve connected it to your RingCentral app.
    • If you haven’t connected your calendars, select Meeting info to create a meeting ID and copy the meeting details to the clipboard. You can then paste the information anywhere and decide how to send your meeting invitation. If you don’t copy the meeting info details, you’ll need to recreate the meeting. Learn how to connect your calendar in the RingCentral app desktop and web

      Note: If you have the Outlook app installed and use the desktop app, the dropdown will show two Outlook choices, one for Outlook web calendar and one for Outlook app calendar. Selecting Outlook web calendar opens your browser’s Outlook calendar. Selecting the Outlook app calendar opens the Outlook app desktop interface. After scheduling your first meeting, the system defaults to the most recently selected option. 
  • Participants: If you’re scheduling a meeting from a conversation, add your meeting participants here. 
  • 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 if you’ve checked Create team and invite members. The team name defaults with (your name)’s RingCentral Video Meeting. You can change the team name, but this will create a separate team conversation.
  • Members: Only available if you’ve checked Create a team. Enter the names or email addresses (separated by semicolons) of the meeting participants that you’d like to add to this team.
  • Use personal meeting [ID/name]: Select to schedule the meeting with your Personal Meeting ID or name instead of a newly generated meeting ID. When you enable this setting, you have the option to Change your personal meeting settings. Changing these settings will affect all meetings that use your Personal meeting ID or name, including those you've already scheduled. 
  • Require password: Require participants to enter a password to join 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 may 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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