Conferencing

brandID Meet is Bookme’s built-in video conferencing tool. It works out of the box, costs nothing extra, and is the default for new accounts.

1. brandID Meet At A Glance

• Built into Bookme. No external account, no extra setup.
• Browser-based. No app to install; runs in Chrome, Safari, Edge, Firefox.
• Up to 50 participants.
• Recording included on Pro and Elite (saved to your dashboard).
• HD video and audio.
• Screen sharing, chat, virtual backgrounds.
• Mobile browser supported.

2. When To Use brandID Meet

• For all your 1:1 meetings and small group sessions.
• When you want a tool that “just works” without asking the invitee to download anything.
• When you do not want to manage a Zoom or Google Workspace subscription.

3. When To Use Zoom Instead

• Large meetings. 50+ attendees need Zoom (or Zoom Webinars for 100+).
• Advanced features. Polls, breakout rooms, raise-hand, multi-camera. Bookme has the basics; Zoom has the kitchen sink.
• Customer preference. Some enterprise customers insist on Zoom.

4. When To Use Google Meet Instead

• You already use Google Workspace for email and docs. Google Meet integrates tightly with Calendar.
• Up to 100 attendees on Business Standard plans, 500 on Enterprise.
• Customer prefers Meet.

5. Setup Differences

• brandID Meet: Zero setup. Already enabled.
• Zoom: Connect your Zoom account once under Settings, then Integrations. Bookme creates Zoom meetings programmatically per booking.
• Google Meet: Auto-enabled when you connect Google Calendar. Bookme attaches a Google Meet link to the calendar invite.

6. Recording Comparison

| Tool | Recording | Storage | |—|—|—| | brandID Meet | Yes (Pro+) | Bookme dashboard, 30 days | | Zoom | Yes (Zoom Pro+) | Zoom cloud, depends on Zoom plan | | Google Meet | Yes (Workspace plans) | Google Drive |

7. Quality Comparison

All three are HD video and HD audio. brandID Meet uses WebRTC; quality is comparable to Zoom and Google Meet for typical meeting sizes (under 10 people).

8. Switching Per Event Type

You do not have to pick one and stick with it. Set the location per event type: – “Intro call” uses brandID Meet (fast, friction-free). – “Sales demo” uses Zoom (customer expectation). – “Internal sync” uses Google Meet (team default).

Connecting Zoom takes about a minute and lets Bookme create a unique Zoom meeting for every booking automatically.

1. Open The Integrations Page

Settings, then Integrations tab. Find the Zoom card.

2. Click Connect Zoom

A Zoom sign-in window opens. Sign in with your Zoom credentials. Bookme requests: – Create meetings on your behalf. – Update and delete those meetings (for reschedules and cancellations). – Read meeting details (to embed the join link in the invitee email).

Note: Bookme cannot access your other Zoom meetings; only the ones it creates.

Click Authorize.

3. Pick A Zoom Account Type

Zoom has multiple account tiers: – Basic (Free). 40-minute time limit on group meetings; OK for short 1:1s. – Pro. Unlimited meeting length, up to 100 attendees. – Business / Enterprise. Higher caps, advanced features.

Bookme works with all tiers. The cap on Zoom side determines your maximum group size.

4. Use Zoom As The Location For An Event

Open any event type. In the Location picker, select Zoom. Save.

From now on, every booking of this event automatically: – Creates a new Zoom meeting at the booked time. – Generates a unique join URL. – Includes the URL in the invitee’s confirmation, calendar invite, and reminder emails. – Includes the URL in your calendar event.

5. Reschedule And Cancel Behavior

• Reschedule: The Zoom meeting’s time is updated. The join URL stays the same.
• Cancel: The Zoom meeting is deleted via API.

6. Multiple Zoom Accounts

You can only connect one Zoom account per Bookme account. For team setups on Elite, each team member connects their own Zoom under their own user settings.

7. If The Connection Breaks

If Zoom shows “Not connected” in Bookme: – Reconnect via Settings, then Integrations. – Until reconnected, new bookings fall back to brandID Meet (with a yellow warning banner on the event editor).

Google Meet is auto-enabled when you connect Google Calendar. Bookme attaches a Google Meet link to every calendar invite for events configured to use it.

1. Prerequisite: Google Calendar Connected

Before Google Meet works, you must connect your Google Calendar under Settings, then Calendars.

Once Google Calendar is connected, Bookme automatically has the ability to attach Google Meet links to events.

2. Set Google Meet As The Location

Open any event type. Location picker, choose Google Meet. Save.

From now on, every booking of this event: – Creates a Google Meet link inside the calendar event Bookme writes. – The link is shown in your calendar, the invitee’s confirmation email, and reminders.

3. How Google Meet Links Work

Google Meet links are tied to the calendar event, not to a separate “meeting.” This means: – If the calendar event is deleted (e.g. on cancel), the Meet link goes with it. – If the calendar event is rescheduled, the Meet link stays the same.

4. Account Type Requirements

Google Meet links can be created on: – Google Workspace plans (Business Starter and up): yes, no caveats. – Free Google accounts (gmail.com): yes, but with limitations on recording and meeting length.

For paid features (recording, breakout rooms, larger groups), you need a Workspace plan.

5. Reschedule And Cancel

• Reschedule: Calendar event time updates. Meet link stays.
• Cancel: Calendar event deletes. Meet link is gone.

6. Mixed Zoom + Google Meet Setup

You can use Google Meet for some events and Zoom for others. Each event type’s location is independent. Common pattern: – Internal team syncs: Google Meet (matches team default). – Customer demos: Zoom (customer expectation). – Quick intros: brandID Meet (fastest).

7. Group Meetings In Google Meet

For group events with Google Meet: – Free Google account: capped at 100 attendees. – Workspace Business: 150 attendees. – Workspace Enterprise: 500 attendees.

For larger groups, switch to Zoom Webinars.

For phone-call meetings, Bookme can record the phone number and tell the invitee whether you will call them or they will call you.

1. Set Location To Phone Call

Open the event editor. Location picker, choose Phone Call. Two extra fields appear:

• Who calls whom? Either “Host calls invitee” (you get the invitee’s number) or “Invitee calls host” (you give the invitee your number).
• Phone number. Only required if “Invitee calls host.”

2. “Host Calls Invitee”

With this option: – The booking form asks the invitee for their phone number. – That number appears in your booking confirmation and calendar event. – The invitee gets a confirmation without your phone number. – You call them at the booked time.

Best for: cold sales calls, consultative discoveries, situations where you want to control the call.

3. “Invitee Calls Host”

With this option: – You enter your phone number in the event editor. – The invitee sees your number on the confirmation and reminders. – The invitee calls you at the booked time.

Best for: support hotlines, free advice lines, situations where the invitee should drive the call.

4. International Numbers

Always include the country code in your number (e.g. +1 416 555 0123). Bookme does not validate format; whatever you type is what the invitee sees.

5. Phone-Only Events

You can run an event type with phone as the only contact method. No conferencing tool, no calendar conferencing field, just two people with phones.

For invitees, this means simpler instructions: no app, no link, just dial at the time.

6. Combining Phone With Other Tools

Some hosts list multiple events: – “30-min phone call” using phone as the location. – “30-min video call” using brandID Meet, Zoom, or Google Meet.

The invitee picks based on their preference, and your booking page caters to both.

For meetings that happen face-to-face, Bookme can set the location to a specific address or let the invitee pick.

1. Set Location To In-Person

Open the event editor. Location picker, choose In-Person. Two location modes:

• Fixed address. You set one address for all bookings of this event.
• Invitee picks. The invitee enters their preferred location in the booking form.

2. Fixed Address Mode

Enter the address: – Address line. Street and number. – City, state, ZIP. – Optional details. “Conference room B,” “Take the elevator to floor 3,” “Ring buzzer for Suite 200.”

The address is included in the calendar invite and reminders. Most calendar apps (Google, Outlook, Apple) make the address tappable to open Maps directly.

3. Invitee Picks Mode

With this option: – The booking form asks the invitee for their preferred location. – Their answer becomes the calendar event’s location field. – You see their answer in the booking confirmation.

Best for: sales reps meeting customers at the customer’s office, freelancers happy to meet anywhere convenient.

4. Maps Integration

Whatever address ends up in the calendar event becomes tappable in: – Google Calendar (links to Google Maps). – Apple Calendar (links to Apple Maps). – Outlook (links to Bing Maps).

This works for both fixed and invitee-picked addresses.

5. Confirming The Location

For high-stakes meetings (sales pitches, interviews), set a reminder workflow to fire 1 hour before the meeting that confirms the location and provides directions:

“Reminder: we meet at 2 PM at 247 Main Street, Suite 200. The buzzer is on the left of the door, ring 200. See you soon!”

6. Mixed Online/In-Person Events

Bookme does not support “online OR in-person” as a single event type. Create two separate events: – “30-min discovery (in-person).” – “30-min discovery (online).”

Invitees pick based on their location.

For locations or tools Bookme does not natively support (Microsoft Teams, Whereby, a permanent Zoom room, a Slack huddle), use the Custom location type.

1. Set Location To Custom

Open the event editor. Location picker, choose Custom.

Two fields appear: – Location label. What the invitee sees (“Microsoft Teams meeting,” “Whereby room,” “Slack huddle”). – Location URL or text. The actual meeting link or instructions.

2. Examples

Microsoft Teams: – Label: Microsoft Teams meeting. – URL: https://teams.microsoft.com/l/meetup-join/…

Permanent Zoom room: – Label: Zoom personal room. – URL: https://us02web.zoom.us/j/1234567890.

Whereby: – Label: Whereby video room. – URL: https://whereby.com/your-room.

Slack Huddle: – Label: Slack huddle. – URL: https://yourworkspace.slack.com/huddle/…

Discord: – Label: Discord voice channel. – URL: Your Discord server invite link.

3. The URL Or Text Is Shared With The Invitee

Whatever you put in the URL field is included in the confirmation email, calendar invite, and reminders. If you do not want the URL itself shared (uncommon), use the text field for instructions instead (“I’ll send a Teams link 5 minutes before the call”).

4. Single URL For All Bookings

Custom links are not unique per booking. Every booking of this event uses the same URL. This is fine for personal meeting rooms (Zoom personal room, Whereby) but bad for tools that generate per-meeting rooms (default Zoom, default Teams).

If you need a unique URL per booking, use the native Zoom or Google Meet integration instead of Custom.

5. Mixing Custom And Native

You can mix Custom with native integrations across event types. Discovery calls use Zoom (per-booking links); follow-ups use a permanent Whereby room via Custom.

6. Updating The Custom URL

Change the URL or label any time. Existing bookings keep the old URL in their calendar entries; only new bookings use the updated one.

If a Bookme booking with Zoom selected as the location did not get a Zoom meeting, it falls back to brandID Meet. Here is how to find the cause and fix it.

1. Common Cause: Zoom Disconnected

Bookme creates Zoom meetings via OAuth tokens that can expire. If Zoom is disconnected when a booking comes in: – Bookme falls back to brandID Meet for that booking. – A warning shows on your dashboard. – The email and calendar invite use the brandID Meet URL.

Fix: Settings, then Integrations, then Zoom. Click Reconnect.

2. Common Cause: Zoom Account Hit A Limit

Some Zoom plans have meeting creation limits: – Free Basic Zoom: unlimited meeting creation but 40-minute time cap on group meetings. – Zoom Pro and up: higher concurrent meeting limits.

If your account hit a limit, new meetings cannot be created. Check Zoom’s admin dashboard for warnings.

Fix: Upgrade Zoom or wait for the limit to reset.

3. Common Cause: Zoom Permissions Changed

If your Zoom admin revoked the Bookme app, Bookme cannot create meetings anymore.

Fix: Re-authorize Bookme in Zoom by reconnecting under Settings, then Integrations.

4. How To Diagnose A Specific Booking

Open the booking from your Bookme dashboard. Click Details. Look for: – Meeting type: Should say “Zoom.” If it says “brandID Meet (fallback),” something went wrong. – Last error: If Bookme tried to create a Zoom meeting and failed, the error is logged here.

5. Force Recreate The Zoom Meeting

If the Zoom integration is now working and you want to retroactively add a Zoom URL to an existing booking, open the booking and click Recreate meeting. Bookme creates a new Zoom meeting and updates the calendar invite + sends an updated confirmation email to the invitee.

6. Preventive Measures

• Pin the Zoom integration by enabling Bookme’s “Notify on disconnect” alert (Settings, Integrations).
• Test Zoom every quarter by booking a test slot and confirming the Zoom link works.
• Monitor email for “Your Zoom token will expire” warnings from Bookme.

When a booking is rescheduled, the Zoom meeting’s time is updated but the join URL stays the same. The invitee can use the original link without learning a new one.

1. The Reschedule Flow

When an invitee or you reschedules a booking: 1. Bookme updates the calendar event’s time. 2. Bookme calls Zoom’s API to update the meeting time. 3. The same Zoom meeting ID and join URL are kept. 4. The invitee receives a reschedule confirmation with the new time and the same URL.

2. Why URLs Stay The Same

Two reasons: – Invitee convenience. They might have the URL saved, copied to a calendar, or pinned in their inbox. – No new link to communicate. Less risk of “I clicked the old link and nothing happened.”

3. When URLs Change

URLs change only when: – The Zoom integration was disconnected and reconnected between booking and reschedule. – You manually clicked Recreate meeting from the booking detail panel. – The original Zoom account was deleted.

4. Cancellation Behavior

On full cancellation: – The calendar event is deleted. – The Zoom meeting is deleted via API. – The URL stops working immediately.

Note: This is different from a reschedule. Reschedule keeps the URL alive; cancel kills it.

5. Reschedule After A Long Time

A booking rescheduled more than 30 days after creation may have an expired Zoom URL if your Zoom plan has session-expiration policies. Test in advance for long-lead-time meetings.

6. brandID Meet Reschedule Behavior

brandID Meet behaves the same way: URL stays the same on reschedule, dies on cancel.

7. Google Meet Reschedule Behavior

Google Meet links are tied to the calendar event. Reschedule keeps the link. Cancel deletes both.

Each conferencing tool stores recordings differently. Bookme respects each tool’s behavior and surfaces a link in your booking dashboard.

1. brandID Meet Recordings

• Plan: Pro and Elite.
• How to start: Click Record in the meeting toolbar.
• Stored at: Bookme’s secure cloud, 30 days.
• Accessible from: Your booking dashboard under the meeting’s detail panel.
• Download: MP4 file.

2. Zoom Recordings

• Plan: Zoom Pro and up (Zoom-side requirement).
• How to start: Click Record in the Zoom meeting.
• Stored at: Your Zoom cloud account (or locally if you pick local recording).
• Accessible from: zoom.us, “Recordings” section. Bookme does NOT pull Zoom recordings into the dashboard automatically.

3. Google Meet Recordings

• Plan: Google Workspace Business Standard and up.
• How to start: In Google Meet, three-dot menu, “Record meeting.”
• Stored at: The host’s Google Drive in “Meet Recordings” folder.
• Accessible from: Google Drive. Bookme does NOT pull Google Meet recordings into the dashboard.

4. Where To Find Recordings

| Tool | Where | |—|—| | brandID Meet | Bookme dashboard, booking detail panel | | Zoom | Zoom web account, Recordings | | Google Meet | Google Drive, Meet Recordings folder |

5. Auto-Recording

• brandID Meet: Toggle “Auto-record this event” in the event editor. Every booking is recorded by default.
• Zoom: Set auto-record in your Zoom account settings, not in Bookme.
• Google Meet: No reliable auto-record setting via API; manually start each time.

6. Sharing Recordings With Invitees

• brandID Meet: Click Share recording in the booking dashboard. Generates a temporary public link.
• Zoom: Share via Zoom’s cloud recording UI.
• Google Meet: Share via Google Drive.

7. Retention And Deletion

• brandID Meet: 30 days. Download before then if you want to keep it.
• Zoom: Depends on your Zoom plan storage cap.
• Google Meet: Until you delete from Drive.