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Scheduling FAQs

See frequently asked questions around scheduling meetings below!

Note: If you have opted in to the Public Meeting Spaces beta, then your process will vary from the one shown below. Learn more.

Topics in this article:

General questions

I'm new to GoToMeeting and have to set up a meeting. What do I do?

What is the difference between a one-time meeting and a recurring meeting?

Scheduling a meeting

How do I set up a recurring meeting (e.g., every Monday)?

How do I change the date and time of my recurring meeting?

I'm having trouble selecting the right time for my meeting.

Can I keep the same meeting ID and/or phone numbers for all of my meetings?

How do I invite people to my meeting?

Can I schedule overlapping meetings?

How long can a meeting be?

How far in advance can I schedule a meeting?

Starting a meeting

How do I start my meeting?

Can I start my meeting before the scheduled time?

Can I start a meeting after the scheduled time?

What happens if my meeting runs over the scheduled time?

I don't see my meeting in the My Meetings list. What happened?

Configuring your meeting

How do I set or change my account's time zone?

If I edit a scheduled meeting, will the meeting ID and dial-in information change?

How do I set or change the audio options for my meetings?

Can I schedule a phone or call only meeting?

What is a preferred number and how do I set it?

I need phone numbers for more countries. How do I set or change the countries for dial-in numbers?

How do I cancel or delete a meeting?

Troubleshooting

My meeting stopped working and I get an error if I try to start a meeting. Why is this happening?

It says "another meeting is already scheduled for this time." What does this mean?

Will my meeting expire?

 

General questions

I'm new to GoToMeeting and have to set up a meeting. What do I do?

Welcome! Let's get you started. To begin, log in to your account and click the orange Schedule button. This will open a window where you can set the details. Also see for more information!

Scheduling a meeting

How do I set up a recurring meeting (e.g., every Monday)?

You can easily do this by selecting "Occurs multiple times" from the drop-down menu directly below the meeting's title (either while scheduling a new meeting or while editing an existing one).

Once you select this option, the date and time drop-downs will disappear, since your recurring meeting never expires and is always available! When you invite people to join your meeting using a third-party calendar application (i.e., Microsoft Outlook, Google Calendar), simply include the Join URL for your new meeting.

How do I change the date and time of my recurring meeting?

Since your recurring meeting is not associated with a date or time (because it never expires), you don't need to update GoToMeeting even if your meeting schedule changes. Simply update the date and time in the calendar application that you used to invite others to your meeting to let them know that you have changed the schedule!

If you scheduled a single meeting, then you will need to edit the meeting's date and time.

I'm having trouble selecting the right time for my meeting.

If you are scheduling a meeting that will occur multiple times (i.e., recurring meeting), then there is no need to schedule a date and time. Recurring meetings are available 24/7 and never expire!

If you are scheduling a meeting that will only occur once, then GoToMeeting will automatically display today's date and the nearest time in the future based on your account's time zone. You can modify the default date and time as follows:

  • Date – Click the date to open the calendar drop-down, then click the desired date (use the arrows to change scroll between months).
  • Time – Click the time to open the drop-down, then type the start time with the hour and minute separated by a colon. You can also type it in military time without having to change between AM and PM (for example, "14:00" will automatically set the start time to 2:00 PM, even if the drop-down is set to AM). Note that you can only schedule a meeting in the future.
  • Duration – Click the duration drop-down, then select how long you want to meeting to go (e.g., 30 min, 60 min).
  • Timezone – If desired, click Meeting Time Zone to change the timezone in which the meeting is scheduled. If you're getting a warning about the start time, you may want to check the date or your account's time zone. If preferred, you can select a different timezone in which to schedule the meeting (such as the timezone of your attendees). GoToMeeting automatically converts the start time in your time zone to make scheduling easier.

Can I keep the same meeting ID and/or phone numbers for all of my meetings?

Yes.There are 2 ways you can do this:

  • Simplify your meetings by reserving your personalized meeting page, which has a custom URL and is available to you 24/7 using it's own recurring meeting ID.

  • You can also schedule a new recurring meeting, which never expires and is always available. Every meeting you schedule in GoToMeeting gets its own unique meeting ID and audio information, but if you use the same recurring meeting for each occurrence of your meeting series (instead of scheduling a new meeting for each session), then your meeting ID and audio information will remain the same.

Note: Keep in mind that the phone numbers may change if you add or remove countries for dialing in by phone (long distance and/or toll-free numbers), because GoToMeeting will generate phone numbers for all selected countries.

How do I invite people to my meeting?

When you click Save to schedule a meeting, GoToMeeting automatically generates the invitation text with all the information to join the meeting including the audio information.

Copy the invitation text and open your calendar application, such as Microsoft Outlook or Google Calendar. Open a new meeting or an appointment on your calendar, select the date and time, and add people from your contacts list as you normally do for other meetings. Then simply paste the GoToMeeting information and send out the calendar invitation.

You can also integrate GoToMeeting with your Microsoft Outlook calendar or your Google Calendar for easier scheduling and managing of your meetings! Log in to your account online and go to the Settings page for more information.

Can I schedule overlapping meetings?

Yes. It is possible to schedule more than one meeting for the same time slot, but keep in mind that you can only host one meeting at a time. You will see a message warning you about the conflict when you attempt to schedule meetings that overlap.

However, you can assign a co-organizer to any of your meetings, and they will be able to start the meeting for you. In addition, if you're already in a meeting and need to leave without ending it for everyone, you can promote any attendee in that meeting to an organizer so the meeting can continue on without you.

Please note that to assign a co-organizer, you must both belong to a multi-seat GoToMeeting account. You can change your plan at any time to add more seats to your account.

How long can a meeting be?

For meetings that are scheduled to occur only once, you can select up to 5 hours from the drop-down menu. You can also manually type in whatever duration you'd like (in minutes). Keep in mind that your meeting will not be cut off if you run over this time while in the session.

If you would like to schedule a meeting without a specified duration, then try scheduling a recurring meeting. These meetings are not tied to a date or time and they never expire!

How far in advance can I schedule a meeting?

You can schedule your meeting as far in advance as you'd like; simply use the arrow icons on the calendar drop-down to scroll between months and years.

Starting a meeting

How do I start my meeting?

You can easily start your meeting by locating it on the web or GoToMeeting desktop app, or by simply clicking the Join URL. See for details on launching your session!

Check out the training videos for Windows and Mac to learn more about how to control your audio, share your screen, and use other features during a meeting.

Can I start my meeting before the scheduled time?

Yes. Your meeting becomes available to you immediately after you schedule it, so you can start it any time you'd like.

You can also start your meeting multiple times – in fact, that's the best way to prepare for the real thing! Starting a meeting early does not affect your schedule or invitation in any way, so don't worry.

Note: Keep in mind that if you scheduled a recurring meeting, you can use it at any time and it never expires!

Can I start a meeting after the scheduled time?

Yes, meetings are created with enough buffer beyond the scheduled time so that you can get on with your meeting despite any last-minute changes in your day. Your scheduled meetings will remain available for 30 days past the scheduled end time. At that point, the meeting ID will expire and you will need to schedule a new session.

If you do not want your meeting to expire, next time try scheduling a recurring meeting!

What happens if my meeting runs over the scheduled time?

You can rest assured that your meeting will go on with no disruption until you end or leave the meeting. Keep in mind that if you are using a personalized meeting page and have back-to-back meetings scheduled, then the attendees from your next meeting might start joining your first meeting if you run over!

I don't see my meeting in the My Meetings list. What happened?

The My Meetings page lists all of your upcoming, in-session and recurring meetings. If you just scheduled a meeting, try refreshing the page to make it appear. You can also try clicking Show meetings from the past 30 days to make more meetings appear (including those whose start time has already passed).

If you don't see your meetings under the Show meetings from the past 30 days section, it is possible that your meeting has expired. If you don't want your meeting to expire, you can schedule a recurring meeting.

Configuring your meeting

How do I set or change my account's time zone?

Click the Hello, <your name> menu at the top right of the screen, then select My Account in the right navigation. Click Edit next to "Personal Info" to change the timezone.

If I edit a scheduled meeting, will the meeting ID and dial-in information change?

Editing the meeting details, such as the date and time, does not change the meeting ID or the audio information of an already scheduled meeting.

If you add dial-in numbers for additional countries, the dial-in numbers for all countries will change. This is because GoToMeeting randomly generates available dial-in information for all selected countries.

An updated invitation text is provided when you save changes to a scheduled meeting. You can use this text to keep your attendees informed of the new time or additional audio information.

How do I set or change the audio options for my meetings?

To view or edit your audio preferences for all your meetings, log in to your account and go to Settings.

You can also change the audio options for any particular meeting when you schedule or edit a meeting. To edit your meeting, locate the meeting you want to change in My Meetings and click the Edit icon on the right.

GoToMeeting provides the following built-in audio options:

  • VoIP - You and your attendees can use their computer's audio via microphone and speakers. You'll sound best with a headset.
  • Long distance number - GoToMeeting generates a random phone number for dialing in.
  • Toll-free numbers - If you have OpenVoice Integrated, you can include toll-free numbers for dialing in. Learn more about toll-free audio here or how to add OpenVoice Integrated to your GoToMeeting plan.

Just check the box next to each option to enable. Providing both VoIP and dial-in options is recommended, as your attendees will be able to choose the audio option that's best for them.

If you'd like to use your own conference call service instead of GoToMeeting built-in audio, you can add that information right in GoToMeeting. Simply select "Use my own conference call service" and add the instructions for your attendees.

Can I schedule a phone or call only meeting?

You can set the audio options for any meeting to long distance and/or toll-free numbers only, so everyone uses the phone to connect to audio. You don't have to share your screen or use any other feature during the meeting if you don't need to.

However, you'll need to start your meeting as an organizer before anyone can dial in and connect to audio. You can start your meeting by clicking Start in My Meetings, via the meeting link in the invitation, or using the GoToMeeting application if you have it installed.

What is a preferred number and how do I set it?

You can include dial-in numbers for over 50 countries through the GoToMeeting built-in audio. The invitation text lists all the numbers for your attendees. A preferred number is the number that appears at the top of that list.

To set your preferred number, log in to you account and go to the Settings page. In the Audio section, click Edit next to the dial-in option. Check the boxes next to all the countries that you want to include in the dial-in information. Click the Star icon to set it as your preferred number. This will ensure that the dial-in number for that country is always listed at the top of the list.

You can only select one preferred number at a time.

I need phone numbers for more countries. How do I set or change the countries for dial-in numbers?

You can include the dial-in numbers for over 50 countries by selecting the countries in audio settings.

Click Edit next to the dial-in option in audio settings. Select all countries you want to include by checking the boxes and Save.

If you have OpenVoice Integrated, you can add or remove toll-free numbers the same way. Click Edit next to the toll-free numbers option and select the countries you want.

To update the audio preferences for all your meetings going forward, go to the Settings page in your account and make the changes in the Audio section.

How do I cancel or delete a meeting?

If you used a third-party calendar application (e.g., Outlook, Google Calendar) to invite attendees to your meeting, then use the same application to inform them of the canceled session. You don't need to make any changes to GoToMeeting, as your session will simply expire.

If you'd like to postpone your meeting instead, you can change the date and time. See Edit a Scheduled Meeting for more information. If you'd like to completely remove a meeting, see Cancel a Meeting.

You can also integrate GoToMeeting with your Microsoft Outlook calendar or your Google Calendar for easier scheduling and managing of your meetings! Log in to your account online and go to the Settings page for more information.

Troubleshooting

My meeting stopped working and I get an error if I try to start a meeting. Why is this happening?

The meeting may have expired if the meeting was scheduled to occur only once and its start time has passed.

If you do not want your meeting to expire, next time try scheduling a recurring meeting !

If you're unable to start a meeting and getting errors while logging in, please contact us to check your account status.

It says "another meeting is already scheduled for this time." What does this mean?

As an organizer, you can only host one meeting at a time, so you may have already scheduled a meeting that conflicts with the one you are trying to schedule. See Can I schedule overlapping meetings? for more information.

These conflicts can occur if you're sharing a GoToMeeting account. You can easily add more organizers to your account so each organizer can schedule and host meetings freely. If you need to add your colleagues to your account, please contact us or change your plan at any time.

Will my meeting expire?

If you are in an active meeting, then no; the session will continue on with no disruption until you end or leave the meeting, even if you've gone on past the scheduled end time.

However, meetings that are scheduled for a specific date and time will expire 30 days after they were scheduled to end, at which point the meeting ID will no longer be valid. At that point, the meeting ID will expire and you will need to schedule a new session. If you do not want your meeting to expire, next time try scheduling a recurring meeting!