If you’re tired of sending “Here’s my Whereby link—can you make this time?” emails, you’re not alone. You want meetings that just… show up in Google Calendar, with your video link already there, so you can stop copy-pasting and juggling tabs. This guide is for anyone juggling appointments—consultants, freelancers, small teams—who want to automate scheduling with Whereby and Google Calendar, but don’t want to drown in Zapier setups or pay for yet another tool.
I’m going to walk you through what actually works, what’s not worth the hassle, and how to set up a system that you can actually trust.
Why Integrate Whereby with Google Calendar?
Let’s be clear: Whereby is a dead-simple video meeting tool, but it doesn’t have a slick built-in scheduler like some of its competitors. Google Calendar is probably where you live already. The goal here is simple: every time you book a meeting, your calendar event includes a Whereby link—automatically.
What you don’t want: - Manually pasting video links every time (wastes time, error-prone) - Inviting people to meetings without a link (awkward) - Paying for heavy, overblown scheduling tools just for this
The good news? You have a few practical options. None are perfect, but I’ll show you the paths that actually work, and which ones to skip.
Step 1: Decide How Automated You Want to Be
Before you dive in, ask yourself: - How many meetings do you book a week? - Do you want unique Whereby rooms for each call, or is one reusable room enough? - Do you want people to pick a time from your calendar (true self-serve scheduling), or just make it easier for you to create events with a Whereby link?
If you mostly book meetings yourself:
You just need a fast way to add your Whereby link to events.
If you want others to book you:
You’ll need a scheduling tool (like Calendly) that supports custom video links.
Let’s cover both.
Step 2: The Dead-Simple Way—Add Your Whereby Link to Event Templates
If you’re fine using the same Whereby room every time, this is the fastest option. No integrations, no code.
How: 1. Copy your personal Whereby meeting link. 2. Open Google Calendar in your browser. 3. Click the gear icon (Settings) > “Event settings.” 4. In the “Default guest permissions,” set what you want (optional). 5. Now, whenever you create a new event, paste your Whereby link in the “Location” or Description field.
Pro Tip:
If you use Google Calendar a lot, create an event template with your Whereby link already in the Description. Duplicate it for each new meeting.
What works:
- It’s free, fast, and foolproof.
- You’ll never forget to include your video link.
What doesn’t:
- If you want a unique Whereby room for each meeting, this won’t cut it.
- No automated scheduling for others to book you—this is manual.
Step 3: Let Others Book You (With Whereby Links Added Automatically)
If you want clients, students, or teammates to book time with you—and get the Whereby link automatically—use a scheduling tool that lets you set a custom location. Here’s how:
Option A: Use Calendly (or Similar) with Your Whereby Link
Calendly is the go-to for most people. It’s not perfect, but it’s easy and reliable.
How:
1. Sign up for Calendly (free plan works for basic use).
2. Create an event type (e.g., “Consultation Call”).
3. In the “Location” section, choose “Custom” and paste your Whereby link.
- Example: https://whereby.com/yourroom
4. Connect your Google Calendar under “Calendar Connections.”
5. Set your availability, questions, etc.
6. Share your Calendly link with others.
What works:
- The Whereby link appears automatically in every calendar invite.
- You control your schedule and no double-bookings.
- Works with Google Calendar, and invites go out instantly.
What doesn’t:
- The free Calendly plan only lets you have one active event type.
- You can’t generate unique Whereby rooms for each meeting—just one link reused.
Ignore:
- Any “native” Whereby integration in Calendly—there isn’t one yet. Don’t waste time looking.
Option B: Use Google Calendar Appointment Schedules (for Google Workspace Users)
If you pay for Google Workspace, Google Calendar now has “Appointment Schedules.” You can set slots for people to book you.
How: 1. In Google Calendar, click “Create” > “Appointment schedule.” 2. Set your availability. 3. In the “Location and conferencing” section, click “Add location or conferencing.” 4. Paste your Whereby link in the location or description. 5. Share your booking page link.
What works:
- It’s built right in, no third-party tools.
- Google handles the invites and reminders.
What doesn’t:
- Not available for free Gmail accounts.
- Still no unique Whereby room per appointment.
Step 4: Automate Unique Whereby Rooms (Advanced, Optional)
If you really need a unique Whereby meeting link for every event (for privacy, say), things get trickier. There’s no direct integration, so you’ll need automation tools like Zapier or Make (formerly Integromat).
Here’s the honest take:
- It works, but it’s a hassle to set up and costs money.
- Only worth it if you really need unique rooms.
How (using Zapier): 1. Sign up for Zapier (or Make). 2. Create a new Zap: - Trigger: “New Event” in Google Calendar. - Action: “Create Meeting Room” in Whereby (paid Zapier plan required). - Action: “Update Event” in Google Calendar with the new Whereby link. 3. You’ll need API access (and a paid Whereby plan for API use). 4. Test thoroughly—this can get fiddly.
What works:
- Each event gets its own unique Whereby link.
- Fully automated, once it’s set up.
What doesn’t:
- Requires paid plans (both Zapier and Whereby API access).
- Setup is not beginner-friendly—expect some troubleshooting.
- If something breaks, you’ll need to fix it yourself.
Pro Tip: Unless you’re running a business where privacy is critical, just use the same Whereby room. 99% of people don’t care.
Step 5: Make It Foolproof (Reduce Mistakes)
Whichever method you pick, make sure: - The Whereby link is always visible in the calendar event (location or description). - You test the booking process (book yourself as a guest!). - You set up reminders for yourself and your guests (Google Calendar does this by default).
Avoid:
- Overengineering. If it takes longer to set up than to just paste a link, you’re overthinking it.
- Paying for integrations you’ll never use.
What About Mobile? (Quick Note)
All of the above works fine from your desktop. On mobile, Google Calendar sometimes hides links in the “Location” field—put the Whereby link in the event Description for safety.
What to Ignore (Hype vs. Reality)
You might see tools promising “deep” Whereby integrations or “AI scheduling assistants.” Here’s the reality: - There’s no official, direct Whereby/Google Calendar integration. - Most third-party tools just paste a link—don’t pay extra for that. - If you see a tool that promises automatic, unique Whereby rooms and a free plan, be skeptical.
Wrapping Up: Keep It Simple, Iterate as Needed
Don’t get bogged down chasing “fully automated” workflows if you don’t need them. For most people, pasting your Whereby link in a template or using Calendly’s custom location is enough. Start simple, see if it solves your problem, and only add complexity if you truly need it.
Automation should save you time—not eat it. Get your links sorted, make sure your guests never have to ask “Where’s the video link?”, and move on with your day. If you outgrow your setup, you’ll know. Until then, keep it as simple as possible.