Hangouts video calls in Google Calendar

Video calls are added to Google Calendar events by default, which makes it easy for everyone in an event to join a video conference.

Here are the basics:

For more information, see the Hangouts Learning Center, and the Hangouts Help Center.
Join a video call

Guests can join a video call in a variety of ways:

  • Click Join meeting in the event bubble or event page.
  • Click the video call link in the email invitation.
  • If they have an Android or iOS device, using the Google Calendar app.

Google Apps for Work, Government, and Education users can also do the following:

  • Guests can also join a video call within their domain just by knowing the video call name. They can join by going to g.co/hangout and typing the name of your video call or they can go to https://plus.google.com/hangouts/_/domain_name/video_call_name and replace “domain_name” with their domain and “video_call_name” with the name of the video call they want to join. Learn more
  • External participants can be added to the event invitation or video call, or you can allow them to join with the meeting URL.  Learn more

Some domains may not allow Hangouts video calls, in which case you’ll see an error message displayed on the event page in the "Video call" field.

Create a video call in a calendar event

By default, a video call is added to all new events in Google Calendar.

If your admin disabled this option, you can still add a Hangouts video call to any Google Calendar event by clicking Add a video call on the event page. Google Apps for Work, Government, and Education users can also do the following:

  • The names of your video calls are customizable. Users can click Change name to modify the meeting name for that event.
  • By default, only people in your organization can join a video call.
  • External participants can be invited to a video call.  You can add them in the Calendar invite, or after the meeting starts.  You can also allow people to join with the meeting URL.  Learn more
  • You can eject participants from your video call. 

For more information about named calls, see the Hangouts Learning Center.

Although Hangouts with Google+ provides a superior experience, it is not required for Hangouts for Google Apps to work.
Add guests to a video call in Google Calendar

Add guests to a Calendar event by entering their email address in the Add guests field:

  1. Open the event invitation.
  2. Add the email addresses of your guests in the Add: Guests section.
  3. Press Save to send your invitation. Everyone you invite will receive an email with a URL which they can use to join the meeting.
  • A video call is automatically added to new events unless disabled by your admin. Learn more.
  • Guests outside of your domain (for example, if you’re at solarmora.com and they are at cloudeasel.com) will not be able to join a video call unless they are invited to it. You can add them to the guest list, or they can join using the meeting URL. Learn more.
Remove a video call from an event

If you don’t want a video call for a particular event, click Remove next to the video call link.

Remove a guest from a video call

If someone joins the video call that you did not expect, or you need to remove them from the meeting, you can eject them. You can remove a participant by clicking the options menu on their photo and selecting Eject.

Once you’ve removed a participant, they can’t rejoin the meeting unless they are explicitly invited to the meeting again from the video call.

Block a guest from a video call

If you don’t feel comfortable in a Hangout with someone, you can block them.

See Block or ignore someone for more information.

FAQ

Are video calls automatically added to all Calendar events?

Yes, by default, a video call is added to all new events in Google Calendar.  You can still add and remove video calls from individual events, and your Calendar admin can disable the setting (click Add a video call to manually add video to a Calendar event).

See Calendar: Events with video calls for more information. 

Who can add video calls to an event?

Guests with edit access to the event (either through ‘Guests can modify’ being enabled or shared ownership of the calendar) can add a video call to the event; guests without edit access will not be able to add a video call to the event.

Note that if you give an external participant access to modify your event, the video call will be created in the domain of your calendar. For instance, if carmen@solarmora.com creates an event but allows matt@cloudeasel.com to modify the event and add a video call, the video call will be restricted to solarmora.com and its invitees.

Can external participants join from the video call URL?

Yes, if external participants are invited directly to the event or video call, they can join by clicking the URL in the email invitation.  Other external users can also join using the URL, but a meeting participant must approve their request join. Learn more.