How to Schedule Recurring Meetings in Gotomeeting Step by Step Guide

If your work life includes repeating meetings—weekly check-ins, project standups, or monthly reviews—you know setting them up every time is a pain. This guide is for anyone who wants to save time and avoid mistakes by scheduling recurring meetings in Gotomeeting once and letting the tool do the rest. Whether you're wrangling a remote team or just want to avoid another calendar mishap, you'll find everything you need here—without the fluff.

Why Use Recurring Meetings in Gotomeeting?

Let’s be honest: nobody wants to set up the same meeting over and over. Recurring meetings make your life easier by:

  • Keeping teams on a predictable cadence.
  • Letting people use the same join link every time.
  • Cutting down on “Did you send the invite?” emails.
  • Giving you one less thing to forget.

But recurring meetings aren’t magic. They’re great for regular, predictable sessions. If your meetings move around a lot or need special settings each time, they might not work as well. Still, for most teams, they're a huge time-saver.

What You Need Before You Start

Before you dive in, make sure you’ve got:

  • A Gotomeeting account (with permissions to schedule meetings).
  • The Gotomeeting web dashboard (most people use this, but you can use the desktop app too).
  • A sense of your meeting schedule—how often, when, and who needs to be there.

Pro tip: If your team uses calendar integrations (like Outlook or Google Calendar), make sure Gotomeeting is connected. It’ll save you headaches later.

Step 1: Sign In to Gotomeeting

  • Go to the Gotomeeting login page and sign in with your credentials.
  • If you’re using the desktop app, open it up and log in.

Reality check: The web dashboard works fine for scheduling, and updates sync everywhere. You don’t need the app unless your company insists.

Step 2: Start Scheduling a New Meeting

  • Look for a big button that says Schedule a Meeting (it might just be “+” or “Create”).
  • Click it to open the scheduling form.

Don’t get distracted by all the extra options and banners—just focus on the basics for now.

Step 3: Enter Basic Meeting Details

Fill in the essentials:

  • Meeting name: Make it clear (e.g., “Weekly Marketing Standup”).
  • Date and time: Set the first date and start time.
  • Duration: Pick your usual meeting length.

You can skip stuff like the agenda or description if you’re in a hurry—people rarely read these unless there’s something unusual.

Step 4: Set the Meeting to Recurring

This is the important bit—don’t miss it.

  1. Find the “Recurring meeting” option.
  2. It’s usually a checkbox or toggle labeled “Recurring” or “Repeat.”
  3. Select how often the meeting repeats.
  4. Choices are typically:
    • Daily
    • Weekly
    • Monthly
    • Custom (lets you pick specific days)
  5. Set the recurrence pattern.
  6. For weekly: Pick the day(s) (e.g., every Monday).
  7. For monthly: Choose the date or “first Monday,” etc.
  8. End date: Decide if this should go on forever or stop after a certain date/number of occurrences.

Heads up: Gotomeeting’s recurrence options are decent but not as flexible as, say, Google Calendar. For most teams, “weekly” or “monthly” is enough. If your schedule is really odd (like the first and third Thursday), you might need to schedule two separate recurring meetings or do some manual tweaking.

Step 5: Add Participants

  • Enter email addresses for everyone who needs to join.
  • You can copy and paste from a list—just separate them by commas or semicolons.
  • If you’re using a calendar integration, you can sometimes pick contacts directly.

Participants will get invites for the entire series—not just the first meeting. That means everyone gets the same join link each time, which is what you want.

Pro tip: Double-check the list for typos. One wrong letter, and someone’s left out until you fix it.

Step 6: Tweak Meeting Settings (Optional)

This part is optional, but sometimes useful:

  • Audio: Choose if folks can dial in by phone, computer audio, or both.
  • Password protection: Useful if your meetings are sensitive.
  • Co-organizers: Add backups who can start or run the meeting if you’re out.
  • Turn off video by default: If your team hates surprise video calls.

Don’t get lost in the weeds. Most people just leave the defaults unless they have a specific need.

Step 7: Save and Send Invites

  • Click Save or Schedule.
  • Gotomeeting will email invites to everyone you added.
  • If you use a connected calendar, it’ll add the series to your calendar as well.

Important: The join link is the same for every occurrence in the series. People can bookmark it or reuse the calendar invite—no need to hunt for a new link each week.

Step 8: Managing and Editing Recurring Meetings

Life changes. Maybe you need to shift the time or add someone new. Here’s how to handle it:

  • Edit the series: Go to your scheduled meetings, find the series, and choose “Edit.”
  • Changes you make (time, participants, etc.) can apply to just one meeting or the whole series. Gotomeeting will ask.
  • Cancel a single occurrence: You can remove just one meeting from the series. Handy for holidays or team offsites.
  • Delete the whole series: Be careful—this nukes every scheduled session and removes them from everyone’s calendars.

Real talk: Editing is not always smooth. Some calendar systems (looking at you, Outlook) don’t always sync changes perfectly, especially for recurring meetings. Double-check your invites and ask people to update their calendars if things look weird.

Common Pitfalls and How to Avoid Them

Scheduling recurring meetings isn’t rocket science, but here’s what trips people up:

  • Time zones: Gotomeeting tries to detect your time zone, but if your team is global, double-check the times. The invite might not adjust for everyone.
  • Calendar chaos: If people accept the invite on one calendar but use another, they might end up with duplicate or missing events.
  • Changing links: Don’t delete the meeting and create a new one unless you have to—it’ll confuse everyone and break existing links.
  • Participant limits: If your team grows past your Gotomeeting plan’s participant cap, folks will get blocked. Upgrade or split into smaller groups.

What to Ignore

  • Fancy branding: Changing your meeting logo or waiting room background won’t make your meetings better.
  • Unneeded integrations: Unless your team really uses Slack, Salesforce, or similar add-ons, don’t waste time setting them up for recurring meetings.
  • Every advanced setting: Gotomeeting has loads of options, but most people just need a reliable, repeating link.

Pro Tips for Smooth Recurring Meetings

  • Keep the invite simple: Subject line, basic agenda, and link. That’s it.
  • Remind people: For important meetings, set a reminder email (Gotomeeting can do this, or use your calendar).
  • Record once, reuse: If you record your meeting, you can share the same link for absentees, but make sure everyone knows you’re recording.
  • Audit the list: Every few months, check if everyone still needs to be on the invite. Drop no-shows to avoid meeting bloat.

Keep It Simple and Iterate

Recurring meetings in Gotomeeting are supposed to make your life easier, not harder. Don’t overthink it: set up your series, keep the invite clear, and adjust as you go. If something doesn’t work, tweak the schedule or drop an invite. Every team’s rhythm is different—find yours and stick with what works.

Now go set up those meetings, and get back to work that actually matters.