Schedule a Meeting with the GoToMeeting Plugin for Google Calendar - GoToMeeting

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Schedule a Meeting with the GoToMeeting Extension for Google Calendar

The GoToMeeting Extension for Google calendar allows you to schedule and update meetings directly from your Google calendar in a browser or on a mobile device. You can then email meeting invitations and updates directly to the invitees. For information on installing the extension for the first time, see Install the GoToMeeting Google Calendar Extension.

Meeting Rooms

Meetings are scheduled in 'meeting rooms,' which are available to assign to any event you create. They support recurring meetings or individual sessions. The meeting rooms update with meetings you have defined in your GoToMeeting or GoToMeet.Me account. Any change to a meeting is automatically created in the same meeting room.

Create a new meeting room

Schedule a meeting from your Google calendar

Schedule meetings for multiple users

Remove a meeting from your Google calendar

Possible errors

IMPORTANT: Updates to the GoToMeeting Google Calendar Extension are included automatically when you relaunch Chrome. It is good practice to update Google Chrome on a daily basis.

Create a new meeting room

A meeting room is a placeholder for a meeting session. It is available to be assigned to a scheduled event or joined by invited participants. There is no start or end time defined and the room can be used once, sporadically, or on a recurring basis. Each room has a name, and has audio mode settings.

1. Open any calendar event and click Create new meeting room in the GoToMeeting frame.

2. In the meeting room dialog, enter a name for the room and select the Audio mode:

  • Conference call number - Uses conferencing numbers for the countries you have selected in GoToMeeting admin.
  • VoIP – Uses microphone and speakers to connect to audio through their computer.
  • VoIP & conference call number - Allows either type of audio.
  • Own conference - Creates the meeting using the numbers for the countries you have selected in GoToMeeting admin, but you can change the numbers in the meeting admin page.

3. Click Create. The new meeting room appears in the list for this, or any other event.

4. Click Add to add the new meeting room to the current calendar event.

Schedule a meeting from your Google calendar

1. In your calendar, do any of the following to create an event:

• Click the desired time slot and select Edit event.

• Select a time slot and click Create in the left navigation.

2. If you are not signed into GoToMeeting, click the Sign-In button.

3.You are prompted to sign in to your GoToMeeting account.

4. The meeting room list automatically updates with meetings you have defined in your GoToMeeting or GoToMeet.Me account. To assign the event to a GoToMeeting meeting room, select the room in the drop-down list and click Add.

5. The GoToMeeting session information will be automatically added to the description of the event.

6. To invite attendees to your meeting, enter email addresses into the “Add guests” box and click Add. You can also add video to the meeting by selecting Add video call.

7. Click Save to save the event and guests. To send the meeting invitation to guests, click Send on the “Send invitations?” pop-up.

8. You can update a meeting from a browser or mobile device (see "System Requirements "). The change is replicated through all your synchronized calendars, and automatically moved to the new date and time in GoToMeeting. Anytime you update a meeting, email notices go out to the invited attendees. Updates include:

  • Adding or removing invitees
  • Changing the scheduled meeting time
  • Changing the meeting room

9. If you are working on a public or shared computer, you can choose Sign Out when you are finished adding or updating the event to protect your privacy.

Schedule meetings for multiple users

Organizations that have a designated meeting organizer schedule meetings for multiple different individuals can use the account sign-in feature to support their workflow. The method typically used is for one organizer to log into an individual's GoToMeeting account, schedule that user's meetings, then log-out and log into a different user's account.

1. In your calendar, do any of the following to create an event:

• Click the desired time slot and select Edit event.

• Select a time slot and click Create in the left navigation.

2. If you are not signed into GoToMeeting, click the Sign-In button. If you are signed into an account other than the one you want to schedule a meeting with, click Sign-Out.

3. You are prompted to sign in to a GoToMeeting account.

Once you are finished creating meetings for a user, it is best to log out of their account. If you start a meeting for another user, make sure you are using a meeting room from their account, or you could receive an error.

Remove a meeting from your Google calendar

1. On your calendar, find the meeting you would like to remove and click on it.

2. Click Delete.

Possible errors

It is possible to receive errors in your use of the GoToMeeting Google Calendar extension. These can occur if:

  • You reschedule a meeting that uses a standalone session (an earlier implementation of the extension) rather than a meeting room
  • You start a meeting in a meeting room not on the current account
  • You delete a meeting room from the GoToMeeting admin portal and try to start a meeting assigned to it

In each of these instances, you receive an error stating "The GoToMeeting session attached to this event is not a meeting room. It may be a session from an earlier version. You can start the meeting, or create a new meeting room." In general, click Create to create a new meeting room. If you are trying to start a meeting, you can use the link included in the invitation.

Related:

Schedule a meeting with the Outlook Plug-in

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