Set up the Whereby Calendar Integration

Mail applications where you can use the Calendar Integration

With the Calendar integration you can insert room invite links directly into calendar events in Gmail or Outlook. This is a great way to simplify the joining process for both internal and external invites, and makes using Whereby Business even easier!

Gmail

If you don't already have the calendar extension installed, you should get a banner notification after logging in to your business domain to let you know about the integration. You can either click the button to go to the Chrome Webstore, or you can click here if you don't see the banner notification.

After adding the extension to Chrome, you'll see the extension icon in the top right corner of the screen. If you're already logged in to your Whereby account, you should be able to use it straight away. However if not you may need to log in to your account through the extension.

You can use this extension to see a list of your rooms as well as your Team rooms. Hovering your cursor over a room name will give you options to Join the room, or to copy the URL to the room. The other great thing that this lets you do is add Whereby as a conferencing option in your Google Calendar events! To do this, go to your Google Calendar, and create a new event. To access the Whereby room options you will need to open up the full event page: You should see the Whereby meeting option in the conferencing section. Click on this to bring up a list of rooms that you can use, and click on one to add it to the event. Then when you send out your invites, your room link will be included automatically.

Note

If you don't see the Whereby meeting option in your event, open the extension and reload the page

Outlook

The Outlook calendar extension is available in the Outlook Store. Go to the Store, and search for "appear", which should bring up the Whereby add-in. Click the Add button to install it to Outlook.

After you have the extension installed, you can access it whenever you're creating an appointment or calendar event. Start by going to your calendar, and click on Add Appointment. In the toolbar you should see a new Whereby icon. Click on this to open up the extension, and log in if you haven't already.

After logging in you should see both your Personal rooms, and any Team rooms that have been added to your business account. You can click the Select room button on these to add invite details to your calendar event, so your participants know how to join you for your meeting!

Office 365 Exchange Admins

If you need to enable the integration for your team's Office 365 account you can do so from the Exchange Admin Center:

  • Find “Organizations” and select “add-ins”
  • Click the plus sign and select “Add from from the Office Store”
  • Here you will search for the appear add in just as you would from Outlook directly
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