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When scheduling a Team Event on Cal.com, specifying the location is crucial for ensuring seamless coordination, especially when utilizing video conferencing apps like Zoom, Google Meet, or Microsoft Teams. Here’s how it works:
  • Selecting the Location: While creating a new Team Event, you’ll notice a dropdown menu for selecting the event’s location. If your event will be conducted using a video conferencing app, choosing “Organizer’s default app” from the dropdown is essential.
  • Utilizing Default Video Conferencing Apps: Video conferencing apps don’t appear in the Location dropdown menu for Team events. However, by selecting “Organizer’s default app,” you ensure that the appropriate video conferencing link will be generated for the event.
  • Configuring Default Apps: To ensure smooth operation, all team members assigned to that event type must have the preferred video conferencing app set as their default in the Installed Apps section. This can be done by navigating to: https://app.cal.com/apps/installed/conferencing.
  • Generating Meeting Links: Once all team members have set their preferred app as the default, a meeting link will be automatically generated upon booking the Team Event. For instance, if Zoom is selected as the default app for all members, the event booking will generate a Zoom meeting link.

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Custom host locations for round robin team events

If your team needs to use different conferencing tools for different clients, you can enable custom host locations for round robin team events. This lets you set a location for each host instead of relying only on Organizer’s default app. When Enable custom host locations is turned on, Cal.com shows all hosts assigned to the event type and lets you choose a location for each one individually. You can also use Set location for all hosts to apply the same location across the whole host list. If a selected conferencing app is not installed for a host, Cal.com will show that in the event settings. Until that host connects the app, Cal.com will use the event type’s default location as the fallback. This is useful when different clients require different meeting platforms, such as Zoom or Microsoft Teams, but hosts do not all have the same apps connected yet.
Custom host locations are available for Organizations only.