If you're in charge of setting up meetings for a B2B team, you already know the pain: endless back-and-forth emails, missed invites, and those clunky calendar “solutions” that only make things more confusing. This guide is for anyone who wants to actually fix recurring meeting chaos—especially if your company uses Goodmeetings and you’re tired of doing things the hard way.
Let’s cut through the hype and get your recurring B2B meetings set up, running, and (mostly) hassle-free.
Why Recurring B2B Meetings Are a Headache
Recurring meetings sound simple until you try to schedule them across teams, time zones, and organizations. Here’s what usually goes wrong:
- Double bookings. Someone’s always got a conflict.
- Calendar chaos. Multiple platforms, missing invites, and that one person who never RSVPs.
- Time zone pain. Half your team is drinking coffee while the other half is eating dinner.
- Meeting fatigue. Too many meetings, not enough value.
- Manual drudgery. Updating invites every month? No thanks.
If you’re reading this, you want a better way. Good news: the Goodmeetings calendar integration actually helps, but only if you set it up right.
What Is Goodmeetings Calendar Integration, Really?
Let’s be honest: every SaaS tool promises to “streamline your workflow.” Goodmeetings isn’t magic, but it does a few things well:
- Syncs with most major calendars (Google, Outlook, and others).
- Lets you set up recurring meetings with sane defaults.
- Handles invites, reminders, and updates automatically.
- Offers some basic reporting and attendance tracking.
If you’re expecting an AI assistant that reads minds, you’ll be disappointed. But if you want to automate the grunt work of scheduling and make sure nobody gets left out, it’s worth a look.
Step-by-Step: Setting Up Recurring B2B Meetings with Goodmeetings
Let’s get to the point. Here’s how to actually use Goodmeetings to schedule recurring B2B meetings without losing your mind.
Step 1: Get Your Calendar Integration Set Up
Before you start, make sure you have:
- Access to your company’s Goodmeetings account.
- Permission to connect your work calendar (Google, Outlook, or whatever you use).
- A list of attendees, including folks outside your organization (if applicable).
How to set it up:
- Log in to Goodmeetings.
- Go to Settings > Integrations.
- Select your calendar provider and follow the prompts to authorize access.
- Double-check that your calendar events now show up in Goodmeetings. If they don’t, try disconnecting and reconnecting, or check with IT if permissions are locked down.
Pro tip: If your company blocks certain integrations, you’ll need to get IT involved early. There’s no workaround if permissions are tight.
Step 2: Create a Recurring Meeting
Now for the main event. Here’s how to actually schedule a recurring meeting:
- Click the “New Meeting” button.
- Enter the meeting name, description, and add attendees. For B2B meetings, make sure you add external guests by email.
- Set the recurrence (e.g., weekly on Tuesdays at 2pm). Goodmeetings supports daily, weekly, monthly, and custom intervals.
- Double-check the time zone. Goodmeetings tries to auto-detect, but don’t trust it blindly—especially for guests in other regions.
- Add a meeting link or location. (If you use Zoom, Teams, or Google Meet, you can drop in the link here.)
- Choose your notification/reminder settings. Default is usually 10 minutes before, but you can tweak it.
Don’t overcomplicate it: Stick with standard recurrence patterns unless there’s a real reason to get fancy. The more custom you make it, the more things can break.
Step 3: Invite External Stakeholders (Without the Headaches)
B2B meetings often involve people outside your company. Here’s what to watch out for:
- Email firewalls: Sometimes, invites sent from Goodmeetings land in spam for recipients outside your org. Warn them to check spam/junk the first time.
- Calendar compatibility: Most folks use Google or Outlook, but some old-school companies still run on Lotus Notes or other oddball systems. If someone can’t open the invite, send a plain .ics file as a backup (Goodmeetings lets you export these).
- Privacy concerns: External attendees might not want their emails or details visible to everyone. Double-check the invite list and use BCC if needed.
Pro tip: After you send the first invite, ask external folks to confirm they got it and can see it on their calendar. Don’t assume.
Step 4: Manage Changes Without Chaos
Recurring meetings are notorious for drifting—people change roles, priorities shift, and next thing you know, half your invite list is outdated.
Here’s how to keep things tidy:
- Edit the series, not just one event. If you change a time or add someone, make sure you’re updating the whole series unless it’s a one-off.
- Communicate changes. Goodmeetings will send updates, but a quick Slack or email heads-up goes a long way—especially for external folks who might miss the automated message.
- Review the attendee list regularly. Once a quarter, gut-check: does everyone still need to be in this meeting? If not, slim it down.
What doesn’t work: Relying on “optional” attendees to actually show up. If someone’s optional, expect they’ll skip it.
Step 5: Use Goodmeetings’ Features (But Don’t Go Overboard)
Goodmeetings has a bunch of features—some useful, some just noise. Here’s what’s worth your time:
- Attendance tracking: Handy for seeing who actually shows up. Don’t use it to micromanage, but it’s good for spotting patterns.
- Automatic reminders: Avoids the “I forgot” excuse, but don’t set too many or you’ll annoy people.
- Meeting analytics: Basic stats can help you see if meetings are running long or off-topic. Take them with a grain of salt—data is only as good as what you put in.
What to ignore: Fancy agenda templates, voting on topics, or “AI-powered” summaries—unless your team actually wants and uses these. Most people just want clear invites and working links.
Troubleshooting: When Things Go Sideways
No tool is perfect. Here’s how to handle the stuff that still trips people up:
- Invites not syncing: Re-authenticate your calendar integration, or check if your company’s IT has changed permissions.
- Time zones off: Always set the meeting time zone explicitly, and remind attendees to check theirs. Don’t trust auto-detection.
- People stop getting invites: Usually means they were removed from the series or their email changed. Remove, re-add, and resend.
- Conflicting meetings: Goodmeetings will warn you, but people ignore warnings. If in doubt, check with key attendees before finalizing.
If all else fails, sometimes the best fix is to delete the series and start over. It’s not ideal, but it beats wrestling with a broken recurring invite for months.
Honest Pros and Cons
What works:
- Saves you from manual invite hell.
- Decent at handling external guests (if everyone checks their spam).
- Integrates with most calendars without much fuss.
What doesn’t:
- Still needs human oversight—automation won’t solve unclear agendas or invite overload.
- External calendar quirks can still bite you.
- “Advanced” features are mostly window dressing for most teams.
Keep It Simple, Iterate Often
Recurring B2B meetings can be useful or a total time sink. The trick is to set them up with the least amount of fuss, stay vigilant for creeping complexity, and don’t be afraid to prune what’s not working.
Start with the basics—get the Goodmeetings integration going, set up your recurring invites, and check in with your team to see what’s actually helping. Keep it simple, and don’t let the tech run the show. If you can do that, you’ll spend less time scheduling and more time actually getting things done.