Meeting locations

Every scheduling link has a location: a video meeting, a phone call, an address, or a link or note of your own. You set it in the link's Location/Conferencing section. If you add more than one, the scheduler picks the one they want when they book. SavvyCal then puts the location on the event, the calendar invite, and the emails it sends.

A link with no location still takes bookings. The meeting just won't have a location.

What kinds of locations can I use?

Google Meet and Microsoft Teams only show up when the calendar the organizer creates events on supports them. Zoom, Whereby, and SquadCast need their account or room added under Settings > Integrations first.

How do I set a link's location?

1. Open the link and click Location/Conferencing.
2. Click the organizer.
3. On the Location tab, click Add location, then open the menu and choose a location.
4. Fill in any details it asks for, such as the address for In-Person or the URL for Custom URL.
5. Click Save.

The menu lists the locations that person can use. When you're editing your own location, the bottom of the menu also has Connect with Zoom..., Connect with SquadCast..., and Add a Whereby room..., so you can set one up without leaving the link. For a teammate, Zoom, Whereby, and SquadCast only appear once they've connected them on their own account.

How do phone calls work?

When you choose Phone Call, you pick who dials:

• I will initiate the call: SavvyCal asks the scheduler for their phone number on the booking form, and they have to enter one to book. You call them at that number.
• Scheduler should call me: enter your phone number. SavvyCal gives it to the scheduler after they book, and they call you.

The number to call goes in the location of the calendar invite, and in the emails SavvyCal sends about the meeting.

To ask for a phone number even when the meeting isn't a phone call, see Gathering the scheduler's phone number.

How do I let the scheduler choose a location?

Add more than one location for the organizer. After the first one, click Add another location and choose the next. You can add as many as you like, with a few limits:

• Zoom, Google Meet, Microsoft Teams, Phone Call, and SquadCast can each be added once.
• Whereby can be added once per room.
• In-Person, Custom URL, and Custom Location can be added more than once, for example to offer two offices.

Here's what the scheduler sees:

• With one location, the booking page shows it under the link's details before they pick a time.
• With more than one, they pick a time first. Then, on the Confirm your details step, a menu above the form lists your locations. The first one you added is selected to start.

In that menu, an In-Person location shows its address, a Custom URL shows its label (not the URL), a Custom Location shows its text, and a phone location shows "Phone Call". If the scheduler picks a phone call where you'll do the calling, the form asks for their phone number.

Regular one-on-one links and collective links can offer more than one location. Round robin and group links have one location per organizer. See round robin, collective, and group links.

Can I hide the address until after someone books?

No. An In-Person location shows its address on the booking page, both on a link with only that location and in the location menu when there's a choice.

If you'd rather not show the exact address, enter a general area in the In-Person field, such as "Downtown office", and send the full address after booking, for example in a workflow email.

How do I set a default location for new links?

Go to Settings > Links. Under Default Location, click the location you want and click Save settings. Google Meet, Microsoft Teams, and Zoom are shown first. Click Show more options for Whereby, SquadCast, Phone Call, Custom URL, and In-Person.

To clear it, click Remove default location, then Save settings.

New links start with this location. It's also used when you're added to a teammate's link. A few more things to know:

• Custom Location isn't available as a default. Add it on each link instead.
• If you haven't set a default, new links use Zoom when you've connected it, then your Whereby room if you've added one. Otherwise they start with no location.
• Connecting Zoom while you have no default makes Zoom your default.
• Group links can't use a phone call, so a phone call default is left off new group links.

Does changing the default update my existing links?

No. Your default only applies to new links. To update existing ones:

1. Under Default Location, look for "N scheduling links have a different location." and click Review.
2. In Sync your conferencing settings, check the links you want to update. They're all checked to start.
3. Click Sync selected links.

The list only includes links where you're the organizer. If your default is a phone call, group links can't be checked, because they don't allow phone calls.

Where does the location show up?

• The booking page, before booking, when the link has a single location. See how the scheduler chooses.
• The confirmation page and the event page, under Where. Video meetings and Custom URL show as a link to join. In-Person and Custom Location show their text. A phone call shows the number to call.
• Emails SavvyCal sends about the event, under Location, Conferencing URL, and Conferencing Instructions, depending on the type.
• The calendar invite. The invite's location field gets the address, the custom text, or the phone number. For Zoom, Whereby, SquadCast, and Custom URL, it gets the join link. Google Meet and Teams meetings are attached by Google or Microsoft. The join link and any call instructions also go in the invite's description.

For who sends the invite and from which calendar, see Where calendar invites come from.

How do locations work on round robin, collective, and group links?

• Collective links: the organizer's locations are the ones offered, and they can offer more than one. Other attendees' locations aren't used.
• Round robin links: each person in the pool has one location, and the meeting uses the location of whoever gets the booking. Location/Conferencing shows "Varies by organizer". Click a person there to set theirs.
• Group links: one location, and it can't be a phone call.

On round robin links set to Optimize for Evenness, SavvyCal knows who's next, so the booking page shows that person's location. On links set to Optimize for Availability, the organizer isn't picked until a time is booked, so the booking page doesn't show a location. If anyone in that pool uses Phone Call with I will initiate the call, the booking form always asks for the scheduler's phone number.

Can I change the location of an event that's already booked?

Changing a link's location only affects new bookings. Events that are already booked keep the location they were booked with, and SavvyCal doesn't have a way to change it on a booked event.

• Rescheduling keeps the same location.
• Reassigning the event to a teammate switches it to the new organizer's default location. See How do I hand an event to a teammate?

What does "No location set" mean?

It means the organizer has no location on that link. Someone can still book, but the meeting won't have one: there's no join link, the calendar invite's location is empty, and the confirmation page has no Where line.

To fix it, click the person under Location/Conferencing and add a location.

A link can end up with no location when you remove the last one, or when you change the organizer's calendar to one that can't make Google Meet or Teams meetings and that was the only location. See Why does my link show a warning about Teams?

Why does my link say a location needs to be reconnected?

Location/Conferencing shows a warning, such as "Zoom needs to be reconnected.", when a Zoom, Google Meet, Microsoft Teams, or SquadCast location can't be used anymore. Usually the account was disconnected or needs to sign in again. If the location belongs to a teammate, the warning names them, and they need to reconnect their own account.

Click Reconnect on the warning, or reconnect the account under Settings > Integrations. For Google Meet and Teams, also check that the organizer creates events on the right calendar. See Integrating with Microsoft Teams.