Teams meeting links on every booking, automatically
Attach a Microsoft Teams join link to every confirmed booking without touching a single invite — setup, the four reasons links go missing, and alternatives.
Short answer: connect Outlook, then set the meeting location on the event type to Microsoft Teams. Every confirmed booking creates the event in your Outlook calendar with a Teams join link, and the link is included in the confirmation email and calendar invite for the guest. No manual copy-paste, no per-booking setup.
Set it up
- Open Dashboard → Integrations and connect Microsoft Outlook.
- Grant calendar and online-meeting permissions when prompted.
- Open the event type, go to Location, and choose Microsoft Teams.
- Save, then make a test booking from a private window.
- Confirm the Teams link appears in both the calendar event and the confirmation email.
Why the link sometimes goes missing
| Symptom | Cause | Fix |
|---|---|---|
| Event created, no Teams link | The connection was authorised before online-meeting permission was granted | Disconnect and reconnect Outlook to re-consent |
| Link works for you, not for guests | Tenant policy blocks anonymous join | Ask IT to allow anonymous participants for meetings you host |
| No event at all in Outlook | Expired refresh token | Reconnect in Integrations; the sync health check emails you when this happens |
| Personal Microsoft account | Teams meeting creation needs a work or school account | Use Zoom, Google Meet, or IntoCal Meet instead |
Alternatives if Teams is not available
The same location setting also offers Zoom, Google Meet, phone, on-site, and IntoCal Meet — a native browser room that needs no account or download on the guest side. Set a different location per event type: Teams for internal reviews, IntoCal Meet for prospects who should not have to install anything.
More detail in the Outlook integration guide.
Frequently asked questions
How do I add a Teams link to every booking automatically?
Connect Outlook, then set the event type's location to Microsoft Teams. Each confirmed booking then creates an Outlook event with a Teams join link included in the invite and confirmation email.
Why is the Teams link missing from some bookings?
Most often the Outlook connection was authorised before online-meeting permission existed. Disconnect and reconnect Outlook to re-consent, then retest.
Can guests join without a Teams account?
Yes, if your tenant allows anonymous join. If IT blocks it, guests see a sign-in wall — ask them to permit anonymous participants or use another meeting location.
Does this work with a personal Microsoft account?
No. Teams meeting creation requires a work or school account. Use Zoom, Google Meet, or IntoCal Meet instead.
Can different event types use different meeting tools?
Yes. Location is set per event type, so you can use Teams for internal calls and IntoCal Meet or Zoom for external guests.
What is IntoCal Meet?
A native browser-based video room included with IntoCal. Guests join by clicking the link — no account, no download.
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