Calendar Integration

Calendars with the Whereby integration

  • Google Calendar
  • Outlook Desktop App (Exchange, Office 365, Gmail accounts)
  • Outlook.com

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 even easier!

Google Calendar

If you don't already have the Whereby extension installed, you should get a banner notification after logging in to your Whereby account. You can either click the button to go to the Chrome Webstore, but if you don't see the banner notification you can download it directly from this link:

Google Calendar Whereby Integration

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. Make sure to grant it access to your calendar when it asks. 

Whereby Chrome Extension room list with copy link buttonYou can use this extension to see a list of the rooms in your account. 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 to add Whereby as a conferencing option in your Google Calendar events! 

To do this, go to your Google Calendar, and create a new event. You can add this directly by pressing "Add video conferencing" when creating the event or clicking the same after you enter advanced settings for the event. Click on this to add your personal room 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

Google Workspace Application

In case you don't have the Whereby application installed through your Google Workspace, you can do so from this link directly:

Google Workspace Whereby Application

An alternative way to access this would be by searching for the Whereby app in the Google Workspace Marketplace. To get there, you would have to your Google Calendar or any other Google service, click the Google Apps icon, scroll all the way down and open the marketplace, like so:

This should allow you to search for Whereby from the search bar at the top of your screen.

Once you have this installed, you should be able to add your personal room to your Google Calendar events by clicking "Add video conferencing".

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. Or, try downloading it directly from this link:

Outlook 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 all of the rooms that have been added to your 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 the Office Store”
  • Here you will search for the appear add in just as you would from Outlook directly