# Google Meet Options
## **Google Meet Guide: Integration vs. Manual Setup**
pickAtime offers two ways to manage Google Meet sessions. Choose the method that best fits your school's workflow:
1. Google Meet Integration: Links are generated automatically and are unique for every single appointment.
2. Manual Setup: A single, permanent link is assigned to each teacher for all their appointments.
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### **Method 1: Google Meet Integration (Automatic)**
Best for: High security and unique links for every meeting.
#### **1. Prerequisites**
Ensure [Google Calendar Integration](https://pickatime.com/help/GoogleCalendarIntegration.html) is already set up at the Account level. This is required to activate the Google Meet engine.
#### **2. Enable for Your Event**
1. Go to Events Management / Settings/UI Setup.
2. Open Advanced Settings / Online Meeting Provider.
3. Select Google.
#### **3. How it Works**
Once enabled, any appointment booked as a Virtual type will automatically generate a unique Google Meet link. This link is included in the confirmation email sent to parents.
Note: When using the integration, the "Virtual Room" column will not appear in the Appointments tab, as links are handled automatically by the system.
### **Online Meetings Page Guide**
This page helps Admins monitor the status of Google Meet link generation and teacher calendar syncs. This page will help you to ensure every virtual appointment is properly linked.
##### **Sections on the Online Meeting Page**
**1. Online Meeting Sync**
- Shows appointments with still generating Google Meet links.
- Note: Link generation may take up to 40 minutes.
- The links will disappear from this section once the link is created and detected.
[](https://help.pickatime.com/uploads/images/gallery/2026-05/5Xoimage.png)
**2. Online Meeting Issues**
- This lists teachers/resources that do not have meeting URLs.
- The system will give the relevant meeting information while also offering action steps
**3. Calendar Link Setup Status**
[](https://help.pickatime.com/uploads/images/gallery/2026-05/imeimage.png)
This section will show you whether the teacher has synced their account and offers you the option to log in as the teacher directly from this page.
**Export Setup**
- Checked when:
- The teacher has synced the Google Calendar account on the Calendar Sync page in the Admin UI.
- Selected a default calendar.
- Clicked Save and Sync.
- Missing check = Teacher has **not** completed calendar sync.
**Import Setup**
- Checked if the teacher opted to block off times in pickAtime from Google Calendar.
- Not recommended for teachers.
**Important Admin Tips**
- Teachers must have a Resource assigned to their contact records and time slots with the appointment type virtual created to appear on this page.
- After enabling the Online Meeting Provider: Google, always check the Online Meeting Links page (left-handed dashboard).
- Use it to identify any missing URLs and verify teacher sync status.
- If links don’t generate after 40 minutes, confirm:
- The teacher has completed sync (Export Setup is checked).
- The appointment was created as Virtual or Virtual/In-Person.
**Still No Link?**
It might be due to:
- The time zone was recently changed
- There’s an error in the system
Contact: support@pickatime.com
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### **Method 2: Manual Setup (Permanent Links)**
Best for: Teachers who prefer to use one "personal" room link for all their sessions. This option can be used with any virtual provider, including:
- Google
- Zoom
- Teams
- GotoMeeting
- and more!
#### **Step 1: Initial Event Configuration**
You must first enable virtual appointment types. This is required for both entry methods below.
1. Enable Appointment Types: Go to Settings > Vendor UI Setup. In the Slot Generator section, check Show the "Appointment type".
2. Configure Time Slots: Go to the Appointments tab. Create or update slots and set the type to Virtual or In-person or Virtual.
#### **Step 2: Adding the Links**
Choose one of the following ways to add the teacher's URLs:
- Option A: Manual Entry (Directly in Event) Navigate to the teacher list in the Appointments tab. Double-click the cell in the Virtual Room column to paste the link.
- Option B: Bulk Import (Via Data Files)
1. Update Teachers: Add URLs to the Virtual Room column in your Teachers file and import it (this updates the contact record).
2. Sync to Event: Import your Class file. This is essential to push the links from the teacher records into the specific event.
### **Final Step: Ensure Links are Sent to Parents**
To ensure participants receive their meeting links, you must verify your email macros.
1. Go to **Events Management / Settings / Notification Setup**.
2. In the Confirmation and Reminder emails, ensure that " Replace the Email Body with the Printable Schedule of Appointments is checked.
3. Navigate to **Settings / CUI Messages / Printable Schedule.**
- Ensure the $(Room) macro is present.
- This is a "Smart Macro" - it automatically pulls the correct data (Room or Virtual) based on the booked appointment type, regardless of whether you are using the Integration, the Manual Virtual Room, or a physical room number.
##### **Important**
- DO NOT enable your virtual Integration when using this option. Doing so will override your manual Room links with auto-generated ones.