Scheduling a Google Meet session in advance is one of the best ways to stay organized and professional. Whether you’re planning an online class, a business meeting, a client call, or a team discussion, scheduling helps everyone prepare and join on time.
The good news? Scheduling a Google Meet session is simple. You can do it through:
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Google Calendar (most common method)
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Google Meet website
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Gmail
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Mobile phone (Android or iPhone)
In this complete guide, I’ll walk you through every method in a simple and beginner-friendly way.
Why Schedule a Google Meet Instead of Starting Instantly?
You can start a meeting instantly in Google Meet, but scheduling has many advantages:
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Sends automatic invitations
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Adds the meeting to participants’ calendars
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Sends reminders before the meeting
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Keeps meeting details organized
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Looks more professional
If you’re running a business, teaching online, or collaborating with a team, scheduling is the better option.
Method 1: Schedule Google Meet Using Google Calendar (Recommended Method)
This is the easiest and most professional way to schedule a Google Meet session.
Step 1: Open Google Calendar
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Go to calendar.google.com
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Sign in with your Google account
You will see your calendar dashboard.
Step 2: Create a New Event
There are two simple ways:
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Click the “Create” button in the top-left corner
OR -
Click directly on a date and time slot
A new event window will open.
Step 3: Add Meeting Details
Now fill in the details:
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Title – Example: “Team Meeting” or “Client Discussion”
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Date
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Time
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Duration
Be clear with the title so participants understand the purpose.
Step 4: Add Google Meet Video Conferencing
Click:
Add Google Meet video conferencing
Google will automatically generate a meeting link.
You’ll see:
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A Meet link (like meet.google.com/xyz-abc)
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A dial-in phone number (if available in your region)
This link is what participants will use to join.
Step 5: Add Guests
On the right side, you’ll see:
Add guests
Enter the email addresses of participants.
Google Calendar will:
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Send them email invitations
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Add the meeting to their calendar
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Allow them to accept or decline
Step 6: Add Description (Optional but Important)
Use the description box to add:
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Meeting agenda
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Important documents
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Notes
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Instructions
This makes your meeting more organized.
Step 7: Click Save
After adding everything, click:
Save
Google will ask if you want to send invitations to guests.
Click:
Send
Your Google Meet session is now scheduled successfully.
Method 2: Schedule a Google Meet from the Google Meet Website
You can also schedule directly from Google Meet.
Step 1: Open Google Meet
Go to:
meet.google.com
Sign in with your Google account.
Step 2: Click “New Meeting”
You will see three options:
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Create a meeting for later
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Start an instant meeting
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Schedule in Google Calendar
Click:
Schedule in Google Calendar
This will redirect you to Google Calendar, where you complete the same steps explained above.
Method 3: Schedule a Google Meet Using Gmail
You can also schedule a meeting from Gmail.
Step 1: Open Gmail
Go to:
gmail.com
On the left side, you’ll see the Meet section.
Step 2: Click “New Meeting”
Click:
New meeting
You can either:
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Copy the meeting link
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Send invite via email
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Or schedule it in Calendar
For proper scheduling, choose Calendar, so guests receive formal invitations.
If you prefer using your phone, follow these steps.
Method A: Usingthe Google Calendar App
Step 1: Open the Google Calendar App
Install it from:
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Google Play Store (Android)
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App Store (iPhone)
Step 2: Tap the “+” Button
Select:
Event
Step 3: Enter Event Details
Add:
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Title
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Date
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Time
Then toggle on:
Add video conferencing
The Google Meet link will be added automatically.
Step 4: Add Guests
Enter the email addresses of participants.
Step 5: Tap Save
Invitations will be sent automatically.
Your meeting is scheduled.
How to Reschedule a Google Meet Session
Sometimes plans change. Here’s how to update your meeting:
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Open Google Calendar
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Click the scheduled event
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Click the pencil (Edit) icon
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Change date or time
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Click Save
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Send updates to guests
Participants will receive updated meeting details.
How to Cancel a Scheduled Google Meet
If you need to cancel:
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Open Google Calendar
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Click the event
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Click the trash icon
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Confirm cancellation
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Send cancellation notice to guests
Guests will receive an email informing them that the meeting is canceled.
Best Practices for Scheduling Google Meet Sessions
To make your meetings professional and smooth, follow these tips:
1. Choose the Right Time Zone
If participants are in different countries:
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Double-check time zone settings
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Google Calendar usually adjusts automatically
2. Add a Clear Agenda
Include:
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Meeting purpose
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Discussion points
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Required documents
This saves time during the meeting.
3. Set Reminders
Google Calendar allows reminders:
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10 minutes before
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30 minutes before
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1 hour before
This reduces no-shows.
4. Avoid Overlapping Meetings
Always check your calendar to avoid double-booking.
5. Send Meeting Link Again (Optional)
If the meeting is important, resend the link a few hours before starting.
Common Problems and Solutions
Problem: Guests Didn’t Receive the Invitation
Solution:
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Check email spelling
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Ask them to check the spam folder
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Resend invite
Problem: Meeting Link Not Generated
Solution:
- Refresh page
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Try using Google Chrome
Problem: Can’t Add Guests
Possible reason:
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Usinga restricted work/school account
Solution:
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Contact your organization admin
Who Can Schedule a Google Meet?
Anyone with:
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A Google account
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Gmail account
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Google Workspace account
Free users can schedule meetings, but some advanced features (like recording) require Google Workspace.
Benefits of Scheduling in Advance
When you schedule properly:
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Everyone stays organized
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Participants get reminders
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It builds professionalism
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Reduces confusion
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Saves time
Especially for businesses and educators, scheduling is essential.
Final Thoughts
Scheduling a Google Meet session is simple but powerful. The easiest way is through Google Calendar, where you can:
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Choose date and time
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Generate meeting link
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Add guests
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Send invitations
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Set reminders
Once you schedule a meeting, Google automatically handles invitations and notifications, making your work easier.
Whether you’re planning a class, business meeting, team discussion, or client presentation, learning how to schedule Google Meet sessions helps you stay organized and professional.
Now that you know the full process, try scheduling your next meeting using Google Calendar — and you’ll see how smooth and efficient online meetings can be.