---
title: "Adding a videoconference link to a meeting"
description: "Switch a meeting to Video or Hybrid to get a Talkspirit room link generated for you, or paste your own from Microsoft Teams, Google Meet or Zoom"
category: structure-governance
section: meetings
type: Tutorial
lastUpdated: 2026-08-05
locale: en
canonical: https://support.talkspirit.com/en/structure-governance/how-to-add-a-videoconference-link-to-a-meeting
---

# Adding a videoconference link to a meeting


## Adding a videoconference link to a meeting
A meeting carries its own video link, set from the meeting form. Switch the meeting to **Video** or **Hybrid** and a link field appears, already filled with a fresh Talkspirit video room if your organisation has videoconferencing switched on. You can keep that link or replace it with one from any other conferencing tool.

> **In summary:** Open the meeting form, click **Video** (or **Hybrid** if some people also gather in a room), check the video link field, then click **Save**. The link then travels with the meeting: participants get it in their invitation and open it with **Join video**.

Anyone who can create or edit the meeting can set its video link, so you need no rights beyond that. The links Talkspirit generates come from its own videoconferencing, which an administrator switches on for the whole organisation: see [Ensuring videoconferencing is available for members](/administration-security/how-to-ensure-the-availability-of-the-videoconference).

## Choose how the meeting happens

The meeting form carries a row of three buttons, next to a map-pin icon, that decides where the meeting takes place. Which fields you get depends on which one you pick.

| Button | Fields shown |
|---|---|
| **In person** | a location field only |
| **Video** | a video link field only |
| **Hybrid** | both a location and a video link field |

Switching buttons clears the field it hides, so moving a meeting from **Hybrid** to **In person** drops its video link. Switch back before you save and Talkspirit restores what you had typed.

## Add the video link

1. Open the meeting form: click **Add meeting** in the **Meetings** app, or **Edit meeting** on an existing meeting's three-dot menu.
2. Click **Video**, or **Hybrid** if some people will be in a room together.
3. Look at the video link field, the one marked with a camera icon. If your organisation has Talkspirit videoconferencing, a fresh room link is already in it.
4. To swap that room for another one, click **Generate new link** beside the field.
5. To hold the call somewhere else instead, select the field and paste the link from Google Meet, Microsoft Teams, Zoom, or whichever tool you use.
6. Click **Save**.

![The New meeting dialog with the In person, Video and Hybrid buttons, Video selected, and the video link field below it holding an example link, with a copy button and a circular-arrow generate button to its right](/images/structure-governance/how-to-add-a-videoconference-link-to-a-meeting/01-meeting-form-video-link.png)

**Copy URL** beside the field puts the link on your clipboard, which is the quickest way to pass it to someone who is not a participant.

> **Warning:** A video link never blocks a save. If what is in the field is not a web address, the meeting saves **without** it and a warning tells you the link was not kept. Check the field again after saving.

## Where the link appears afterwards

You do not have to send the link round separately, because it travels with the meeting:

- On the meeting page, **Join video** opens the call in a new tab.
- In the meetings list, the **Location** column carries a **Video link** that opens the same call.
- The notification and the calendar invitation sent to participants both carry the link.

![The header of a meeting page, with the Join video button outlined beside the Start meeting button and the participant count](/images/structure-governance/how-to-add-a-videoconference-link-to-a-meeting/02-meeting-header-join-video.png)

On a recurring meeting the link belongs to the series, so every occurrence opens the same room. Editing a recurring meeting asks which occurrences to change, so you can point a single occurrence at a different room or move the whole series.

If people reach the meeting but cannot get into the call, that is a network question rather than a meeting one. [Ensuring videoconferencing is available for members](/administration-security/how-to-ensure-the-availability-of-the-videoconference) lists the ports and addresses your network team needs to open.

## What's Next?

- [Setting up my entry to a video conference before joining](/communication/set-up-your-entry-to-the-videoconference-before-joining-the-meeting)
- [Scheduling, starting, editing, and deleting a meeting](/structure-governance/how-to-open-schedule-edit-or-delete-a-meeting)
- [Synchronising meetings with an external calendar](/structure-governance/allow-external-calendar-synchronization)