How to Schedule Recurring Meetings in Whereby for Remote Teams

Remote teams need structure. Recurring meetings—standups, check-ins, whatever you call them—are a big part of that. If your team uses Whereby, you’ve probably noticed it’s a solid tool for quick video chats, but not exactly built for complex scheduling. This guide is for team leads, project managers, or anyone stuck wrangling remote calendars and looking for a no-nonsense way to set up recurring meetings in Whereby.

Let’s cut through the fluff. Here’s how to actually get this done, what works, what’s annoying, and some workarounds you’ll wish you knew sooner.

Step 1: Understand How Whereby Handles Recurring Meetings (Spoiler: It Doesn’t)

Here’s the thing: Whereby doesn’t have a built-in recurring meeting scheduler. You can create a permanent meeting room (think of it like a standing Zoom link), but you can’t hit a “repeat weekly” button inside Whereby itself.

What does this mean for you? - No native recurring meeting invites. - No reminders or automatic calendar events inside Whereby. - You’ll need to use a calendar app (Google Calendar, Outlook, etc.) to handle the recurring part.

Pro Tip: If you need fancy scheduling, Whereby isn’t for you. But if you want quick, reliable meeting links, it’s dead simple.

Step 2: Set Up a Permanent Whereby Room

Here’s what does work great: Whereby lets you create a “room” with a unique URL. This room stays open for as long as you need—no time limits on paid plans, no need to generate new links for every meeting.

How to create a permanent room:

  1. Log in to Whereby.
  2. If you don’t have an account, set one up. It’s straightforward.
  3. Go to your dashboard.
  4. Click “Create a room.”
  5. Pick a room name that makes sense for your team (like /acme-standup or /project-x).
  6. Choose whether you want the room open to everyone with the link, or locked (people “knock” to get in).
  7. Save the room.
  8. Copy the room link.
  9. It’ll look like whereby.com/your-room-name.

What works: - The link never changes. Bookmark it. - You can re-use the same room for every standup, one-on-one, or project meeting.

What to ignore:
- Don’t bother creating a new link for every meeting, unless you need separate rooms for privacy.

Step 3: Use Your Calendar to Schedule Recurring Meetings

Since Whereby doesn’t send invites or reminders, your calendar is doing the heavy lifting.

Google Calendar (or similar):

  1. Open your calendar app.
  2. Create a new event.
  3. Set the title, date, and time.
  4. Set it to repeat.
  5. Choose “Weekly,” “Daily,” or whatever makes sense.
  6. Paste your Whereby room link in the location or description.
  7. Example: Location: whereby.com/acme-standup
  8. Add your team as guests.
  9. Save and send the invite.

Pro Tip: If your team uses Slack, pin the room link in the relevant channel. It saves a lot of “what’s the link again?” messages.

Step 4: Remind People (Because They’ll Forget)

Let’s be honest—people forget links, times, and sometimes the meeting itself. Here’s how to make it easier:

  • Calendar reminders: Make sure your event sends out an email or push notification before the meeting.
  • Slack (or Teams) reminders: Use scheduled messages or Slackbot reminders. Example: “Standup in 5 mins! Join: whereby.com/acme-standup”.
  • Bookmark the room: Encourage everyone to bookmark the room link.

What works: - Pinning the URL in chat apps. - Automated calendar reminders.

What doesn’t:
- Sending the room link every time by hand. You’ll go insane.

Step 5: Handle Privacy and Room Settings

Whereby rooms are easy, but not the most secure by default. Here’s what to know:

  • Room lock: You can lock the room so people have to “knock” and be let in. Use this for sensitive meetings.
  • Host controls: Only the host can let people in, mute, or kick people out.
  • Change settings as needed: You can change room settings any time—just don’t forget to update everyone if you suddenly lock the room and people start getting stuck outside.

Pro Tip: For large or sensitive meetings, use a locked room. For daily standups, an open room is fine for most teams.

Step 6: Troubleshooting Common Annoyances

Even simple tools have their quirks. Here are real problems you’ll probably hit, and what to do:

Problem: Someone can’t get in.

  • Check if the room is locked. They’ll need to “knock” and the host must let them in.
  • Browser issues. Whereby works best in Chrome, Firefox, or Safari. Internet Explorer? Forget it.
  • Permissions. Make sure everyone allows camera/mic access.

Problem: Link confusion.

  • Double-check the calendar event. If someone’s using an old link, update the event description and resend it.
  • Pin the link. Seriously, pinning saves time.

Problem: Too many rooms.

  • Stick to one room per recurring meeting if you can. Only create more if absolutely necessary.

Problem: Security concerns.

  • If you’re discussing sensitive info, use the lock feature and don’t share the link outside your team.

Step 7: Optional—Automate with Third-Party Tools

If you’re craving more automation, you can cobble together integrations:

  • Zapier: Set up Zaps to post reminders to Slack before each meeting.
  • Google Calendar Add-ons: Some tools let you auto-attach video links, but Whereby isn’t always on the list. If you find one, great—but don’t waste hours trying to automate what takes 30 seconds.
  • Browser bookmarks: Not glamorous, but effective.

Honest take: Most teams overcomplicate this. The recurring calendar invite and a pinned room link cover 95% of use cases.

Quick FAQ

Can I schedule recurring meetings directly inside Whereby?
No. There’s no native scheduler. You’ll need to use your calendar.

Can I use one room for multiple meetings?
Yes, but it can get messy. Prefer one room per “type” of recurring meeting.

Is Whereby secure?
It’s secure enough for most day-to-day meetings, especially if you use the lock feature. For top-secret stuff, maybe look elsewhere.

Do guests need a Whereby account?
Nope. Just share the link.

Keep It Simple

Scheduling recurring meetings in Whereby isn’t fancy, but it works. Create a permanent room, put the link in your recurring calendar invite, and remind your team where to find it. Don’t overthink it—start simple, and only add bells and whistles if you actually need them. Most teams just need a stable link and a reliable reminder. That’s it.