When people get a meeting invite from you, it shouldn’t look like it came from a robot—or worse, your competitor. If you use Gotomeeting for client calls or team syncs, you’ve probably noticed their default invites are… generic. This guide is for anyone who’s tired of bland emails and wants their meeting invitations to actually look like they came from their company (not just another SaaS provider).
Below, you'll find a step-by-step breakdown on how to customize your Gotomeeting invites, what’s possible (and what’s not), and some pitfalls to avoid. If you’re hoping for full white-label magic, let’s set expectations upfront: Gotomeeting’s customization options are solid, but not limitless. Still, you can get your logo, company name, and some personality in there with a little effort.
1. Know What You Can (and Can’t) Customize
Before you dive in, it’s worth knowing the lay of the land. Here’s what Gotomeeting (gotomeeting.html) does—and doesn’t—let you change:
What you can customize: - Invite message: The subject and body of the invite email. - Meeting title: How the meeting appears in calendars. - Logo and company name: Shown in the meeting room and sometimes in emails (for some account types). - Personal meeting room link: A branded URL, if you’re on a paid plan. - Dial-in instructions: You can adjust or remove these as needed.
What you can’t customize: - The overall layout of the invitation email (fonts, button styles, background colors). - The sender address (it’ll come from Gotomeeting, not your own domain). - Deep white-labeling (removing all Gotomeeting branding is not an option unless you’re on their highest enterprise plans—and even then, it’s limited).
Honest take:
If you just want to drop your logo everywhere and make the invite look exactly like your marketing emails, you’ll be disappointed. But for most companies, the available options are enough to make invites look more professional and less cookie-cutter.
2. Prep Your Branding Assets
You don’t need a full rebranding session, but you do need a few basics:
- Logo file: Transparent PNG or JPEG, ideally under 100KB. Gotomeeting recommends 200x200px.
- Company name: Exactly how you want it shown (capitalization, punctuation, etc.).
- Short tagline or disclaimer (optional): If you want a legal notice or extra info in your invites.
Pro tip:
Keep it simple. Overcomplicated logos or long disclaimers will either get cut off or make your invites look cluttered.
3. Update Your Company Profile (Admins Only)
To apply branding across all meeting invites for your organization, you need admin privileges. Here’s how:
- Sign in to your Gotomeeting Admin Center.
- Go to Settings or Organization Settings (the naming shifts slightly between interface versions).
- Find the Branding or Company Profile section.
- Upload your logo.
- Stick to the recommended size and format, or it may not display correctly.
- Enter your company name as you want it to appear.
- Save your changes.
Note:
Branding changes at the org level will show up in the meeting room and sometimes in invite emails, but not always. Gotomeeting is a bit inconsistent here. Test by sending yourself a dummy invite.
4. Customize the Meeting Invitation Message
This is where you can get rid of the bland, default copy and add your own tone.
For a New Meeting
- Schedule a meeting in the Gotomeeting web portal or desktop app.
- In the meeting details window, set a descriptive title (not just “Weekly Meeting”).
- In the Invite message/body section, write your custom message.
- Include a greeting, agenda, or any info guests need.
- You can add links, contact info, and even light formatting (bullets, line breaks).
Example:
Hi team,
Here’s the agenda for our Q3 planning session: - Review last quarter’s numbers - Set priorities for next sprint - Open Q&A
Your personal join link: [link] Contact support at support@yourcompany.com if you have issues.
For Recurring Meetings
- Save your custom message as a template (in a text file or note) so you can reuse it.
- Gotomeeting doesn’t have built-in invite templates—so you’ll need to copy/paste.
What to ignore:
Don’t waste time trying to change fonts or colors in the invite body. Gotomeeting strips out most formatting to keep things compatible across email clients. Stick to plain text and basic structure.
5. Use a Custom Meeting Link
If you’re on a paid plan, you can set a custom personal meeting room link. This looks much cleaner than a random string of numbers.
How to set it:
1. Go to your Gotomeeting profile.
2. Find Personal Meeting Room settings.
3. Choose a custom link, like gotomeet.me/yourcompany or gotomeet.me/janedoe.
4. Save.
Why bother? - Easier to remember and share. - Looks more professional in invites and on your website.
Heads up:
You can’t use your own domain for meeting links (unless you’ve negotiated a pricey enterprise deal). But using your company name in the link is the next best thing.
6. Remove or Edit Dial-In Instructions
Not every meeting needs a phone dial-in. If you want your invites to look cleaner (and push people to use the web link), you can tweak or remove these instructions.
- When scheduling a meeting, look for the Audio section.
- Choose “VoIP only” if you don’t want phone numbers included.
- Or, edit the invite body to clarify which options people should use.
Pro tip:
If most of your guests join from laptops, cutting dial-in clutter makes your invites much easier to scan.
7. Send a Test Invite
Don’t assume it’ll all look perfect the first time. Send a test invite to yourself (and maybe a coworker using a different email provider) to see how your branding and message actually appear.
- Check for logo display, typos, and formatting issues.
- Open the invite in Gmail, Outlook, and on mobile if you can.
- Make adjustments and resend if needed.
Frustrating reality:
Some email clients (looking at you, Outlook) will mangle formatting no matter what. Focus on clarity, not perfection.
8. What About Integrations? (Google, Outlook, etc.)
If you use Gotomeeting’s integrations with Google Calendar or Outlook, know that:
- Custom invite messages usually carry over—but sometimes get stripped or reformatted.
- Branding (logo, company name) often doesn’t show up at all in invites sent via external calendar tools.
- Attachments, images, or anything beyond basic text is a gamble.
Bottom line:
For the most consistent branding, send invites from Gotomeeting itself. If you absolutely need to use your calendar app, double-check what your guests will see.
9. Advanced: API and Enterprise Customization
If you’re on a large plan, you might have access to extra customization via Gotomeeting’s API or enterprise options. Realistically:
- These features are aimed at big companies with IT resources.
- You might be able to automate branded invite creation, but it’s overkill for most users.
- True white-labeling (your own domain, zero Gotomeeting branding) is rare and costs extra.
If you’re a small or mid-sized business, skip this. It’s not worth the headache.
Final Thoughts: Keep It Simple, Iterate as You Go
You don’t need a design degree (or a six-month project) to make Gotomeeting invites look more like they’re from your company. A clean logo, a personal meeting link, and a clear, friendly message go a long way. Don’t obsess over what you can’t control—just focus on the details your guests will actually notice.
Once you’ve updated your invites, ask for feedback from your team or clients. If something’s off, tweak it next time. It’s not about perfection; it’s about making your brand look like it has its act together, even before the meeting starts.