How to make a Google Meet meeting?

Q: What are the advantages of using automation tools like Latenode to schedule Google Meet meetings?

Automation tools such as Latenode simplify the process of scheduling Google Meet meetings by cutting out the hassle of endless back-and-forth communication. Instead of juggling emails or messages to find a mutually convenient time, participants can quickly choose from available slots, minimizing scheduling conflicts and saving valuable time. Beyond scheduling, Latenode integrates smoothly with various apps to offer additional features like automated meeting invites, attendance tracking, and even generating post-meeting summaries. These capabilities not only make workflows more efficient but also ensure that all key details are captured and organized without extra effort.

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Google Meet makes it easy to host secure video meetings for work, school, or personal use. Here’s how you can create a meeting quickly:

Instant Meeting: Go to meet.google.com, click New meeting, and choose Start an instant meeting for an immediate session.
Schedule with Google Calendar: Create an event in Google Calendar, and it will automatically add a Meet link to your invite.
Use the Mobile App: Open the Google Meet app, tap New, and select Create link to share with participants.
From Gmail: In Gmail, click New meeting under the Meet tab to generate and share a meeting link.

For frequent scheduling, tools like Latenode can automate Google Meet setups, saving time by integrating with apps like CRMs or calendars.

Whether you need a quick chat or a planned session, Google Meet offers flexible options to fit your needs.

How to use Google Meet - The 2025 Most Complete Guide

Google Meet

How to Create a Google Meet Meeting via the Web App

The Google Meet web app provides a feature-rich platform for setting up meetings, offering access to tools and settings that might not be fully available on mobile devices. This method ensures complete control over your meeting setup and serves as a versatile option alongside other meeting creation methods.

Starting an Instant Meeting

For situations where you need to meet immediately, head to meet.google.com and log in to your Google account. Once logged in, click on the New meeting button and choose Start an instant meeting from the dropdown menu. This action generates a meeting room along with a unique URL. Before joining, your browser may prompt you to grant permissions for your microphone and camera - make sure to allow these. You can toggle audio and video settings using the respective icons before clicking Join now to start the meeting ^[1].

This method is perfect for impromptu conversations, quick team updates, or any scenario requiring an immediate connection. For meetings that need to be planned in advance, the scheduling option offers a better alternative.

Scheduling a Meeting for Later

If you prefer to plan your meetings ahead of time, the scheduling feature provides a convenient way to organize and share meeting details. On the Google Meet homepage, click the New meeting button and select Create a meeting for later. This will generate a unique meeting URL, which you can copy and share with participants via email or a calendar invite. When the scheduled time arrives, simply use the saved link to start the session ^[1].

For added security, the meeting organizer can enable or disable the Quick access option. When Quick access is on, participants from the same domain or those joining by phone can enter without needing approval. Turning it off requires all attendees, including the organizer, to request access unless they are listed on the calendar invitation. It’s worth noting that this setting is not available to organizers using mobile devices ^[2]. This feature helps maintain control over who can join, enhancing the security of your meeting.

Once the meeting begins, host controls allow you to manage security settings and participant permissions. You can regulate options like screen sharing, chat, audio, and video to ensure the session runs smoothly and securely ^[3]^[4].

How to Create a Google Meet Meeting via the Mobile App

The Google Meet mobile app makes it easy to set up video conferences no matter where you are. Whether you're using an iPhone or an Android device, the app is designed to provide a smooth experience, especially for those who need to organize meetings on the move.

Creating a New Meeting

To get started, download the latest version of the Google Meet app from either the Play Store (for Android) or the App Store (for iOS). After installing, sign in with your Google account. Once you're logged in, open the app and find the New button located in the bottom-right corner of your screen. Tap on it and select Create link from the menu that appears. This will generate a unique meeting URL along with two sharing options: Copy and Share.

Selecting Copy saves the meeting link to your clipboard, making it easy to paste into an email, text, or any other messaging app.
Choosing Share opens your device's sharing menu, allowing you to send the link directly through various apps or platforms.

When you're ready to join the meeting yourself, tap Join meeting and follow any prompts to grant permissions. With your meeting link set up, you're all set to invite others to join the session.

Inviting Participants

Inviting others to your meeting is straightforward, thanks to the app's flexible sharing options. You can share the meeting link directly using the Share feature within the app or copy the link to distribute it manually through email, messaging apps, or any other platform. Additionally, you can invite people directly from your Google Contacts for added convenience.

If the meeting has already started, you can still add participants. Open the Google Meet app, join the ongoing session, and tap the meeting name at the top-left corner of the screen. Navigate to the People tab and select Share joining info to send the meeting details to additional participants. This is particularly useful if you realize mid-meeting that someone else needs to join the discussion.

Keep in mind that who can admit participants depends on the type of Google account being used. For personal Google accounts, only the meeting organizer has the authority to admit participants. However, if you're using Google Workspace, any member within your organization can admit participants who are outside the organization.

Setting Up Google Meet Meetings Through Google Calendar

Google Calendar

Google Calendar makes scheduling Google Meet meetings simple by automatically generating meeting links and sending out invitations. This integration saves time by removing the need to manually create and share meeting links.

Creating a Calendar Event with a Meet Link

When you set up an event in Google Calendar, a Google Meet link is automatically added to the event details. To begin, open Google Calendar and click the Create button or select a specific time slot in your calendar view.

Fill in the event details, including the title, date, and time. To invite participants, click Add guests and type in their names or email addresses. Google Calendar helpfully suggests contacts as you type, making the process even quicker.

Once everything is set, click Save and then Send to notify your invitees. Each participant will receive an email containing the meeting details and the Google Meet link. If they use Google services, the event will also appear in their Google Calendar.

You can adjust meeting access settings by clicking Settings in the event. Options include:

Open: Anyone with the link can join.
Trusted: Only members of your organization and invited guests can join without approval.
Restricted: Others must request to join.

Additionally, you can enable the "Host must join before anyone else" feature to ensure the meeting doesn't start without you.

Managing Recurring Meetings

For recurring meetings, use the "Does not repeat" dropdown menu when creating your event to select a frequency. Options include daily, weekly, monthly, or yearly schedules. You can also customize the recurrence, such as scheduling a meeting every Tuesday and Thursday at 2:00 PM or setting up a monthly review on the first Friday of the month.

You can specify an end date for the series, whether that's after a set number of occurrences, on a specific date, or indefinitely. Note that Google Calendar supports up to 730 occurrences for recurring events, which covers about two years of daily meetings or 14 years of weekly meetings ^[5].

Each meeting in the series uses the same Google Meet link and settings. When making changes, you can choose to apply them to a single instance, all future events, or the entire series. This consistency ensures participants always have access to the same meeting details, while allowing you to maintain control over admitting new attendees.

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How to Start a Google Meet Meeting from Gmail

Gmail

Gmail's integration with Google Meet makes it easy to start video conferences directly from your inbox - perfect for quick discussions or client meetings.

Using the Meet Tab in Gmail

To get started, open Gmail in your browser and look for the Meet section on the left-hand side. If it’s not visible, you may need to enable it in your settings ^[6].

Once you see the Meet section:

Click New meeting to create a unique meeting link.
From there, you can choose to either copy the invitation link or open an email draft pre-filled with the meeting details ^[7].
When ready, click Join now to start the meeting. Make sure to grant access to your microphone and camera if prompted.

Inviting Participants via Email

Google Meet simplifies the process of inviting participants. Use the Share via email option to compose an invitation that includes the meeting link and other relevant details. Add the recipients’ email addresses in the "To" field, and you can also include information like the meeting agenda or its expected duration.

Alternatively, you can select Copy meeting invite to paste the meeting details into an ongoing email thread or chat.

For users on mobile devices, the Gmail app offers similar features, allowing you to create and share meeting invitations with just a few taps. Whether you're working from your computer or phone, the process remains seamless.

If you're using a work or school account, ensure that your administrator has enabled Google Meet for your account ^[8].

These straightforward steps make it easy to integrate video meetings into your daily email workflow.

Automating Google Meet Scheduling with Latenode

Latenode

Manually setting up meetings might work for occasional needs, but when scheduling becomes frequent, it can quickly turn into a time-consuming task. Automating this process can save valuable time and streamline operations. Latenode offers a powerful way to integrate Google Meet with your existing business tools, automating workflows and minimizing manual effort.

Connecting Google Meet to Your Apps

With Latenode’s visual workflow builder, you can link Google Meet to over 300 applications without needing to write a single line of code. The platform supports JavaScript, NPM modules, built-in AI tools, and allows for unlimited branching, giving you flexibility in creating complex workflows ^[9]. To get started, simply add the Google Meet node, authenticate your account, choose a trigger event, and set up the meeting action ^[9].

This integration is particularly effective when paired with CRMs, calendars, or databases, creating a seamless scheduling experience. For instance, if your sales team marks a lead as "qualified" in your CRM, Latenode can automatically schedule a Google Meet consultation and send out invites to all relevant participants.

Examples of Automated Workflows

Automation opens up endless possibilities for managing meetings. Here are some examples of workflows you can create with Latenode:

Zendesk + Google Meet: Automatically schedule a Meet session when a Zendesk ticket escalates.
AWeber + Google Meet: Trigger a meeting when a form submission is received.
BambooHR + Google Meet: Schedule an onboarding meeting when a new hire is added.
QuickBooks + Google Meet: Set up a consultation when an invoice is marked as paid.
ClickUp + Google Meet: Create a meeting when a task becomes overdue.

Additional integrations include:

Acuity Scheduling + Google Meet + Calendar: Automatically generate events with Meet links whenever appointments are booked ^[11].
Calendly + Cloze + Google Meet: Update contacts in Cloze CRM and schedule meetings with new invitees ^[13].
AI Agent + Google Meet + Google Docs: Transcribe, summarize, and save meeting notes directly into Google Docs ^[12].
AITable + Google Meet + Slack: Schedule meetings when new records are added to AITable and notify your team in Slack ^[10].

These workflows eliminate the repetitive tasks of scheduling and managing meetings, freeing up your team to focus on more critical work. Teams that have adopted such automation report substantial time savings and improved attendance rates, as scheduling seamlessly integrates into their daily processes. By combining automation with manual scheduling methods, businesses can achieve a balance that enhances efficiency and keeps their operations running smoothly.

Conclusion: Mastering Google Meet for Better Collaboration

Google Meet offers a variety of ways to set up meetings, ensuring flexibility for different workflows and business needs. Whether you're planning a formal presentation through Google Calendar, starting an impromptu session via the web app, or arranging client consultations through Gmail, each method serves a specific purpose. Choosing the right approach can significantly enhance your control and ease of use.

For events requiring preset security settings and automatic guest invitations, scheduling through Google Calendar is ideal. On the other hand, instant meetings provide the flexibility needed for quick, urgent discussions. Host management tools are especially useful for larger groups or sensitive topics, as they allow you to moderate participation, control screen sharing, and manage entry permissions effectively.

In today’s remote work landscape, secure and controlled meeting access is non-negotiable. Google Meet’s access settings - ranging from "Open" to "Trusted" and "Restricted" modes - allow you to tailor guest entry and approval processes to your specific needs.

By integrating automation tools like Latenode, Google Meet evolves from a simple video conferencing platform into a dynamic collaboration hub. With over 10,000 registered users ^[14] already benefiting from these features, businesses report significant time savings by connecting Google Meet with their CRM, project management, and communication systems. These automated workflows eliminate repetitive tasks, streamlining the entire scheduling and collaboration process.

The rise in meeting frequency - modern professionals now average over 25 meetings a week - makes automation a necessity rather than a luxury. As Sophia E., an Automation Specialist, shares:

"Latenode is a cheaper but powerful alternative to the usual AI automation tools. It's easy to use, even for beginners, thanks to its simple and intuitive interface." ^[9]

Additionally, Gemini integration enriches the Google Meet experience with AI-generated backgrounds, advanced audio features, live translated captions, and automated note-taking. When paired with the strategic scheduling methods discussed earlier, these tools create a meeting environment tailored to your team’s needs while significantly reducing administrative overhead. Together, these solutions ensure that your collaboration efforts are both efficient and effective.

FAQs

How can I keep my Google Meet meetings secure when inviting external participants?

To ensure your Google Meet sessions remain secure, especially when including external participants, consider these practical tips:

Generate unique meeting codes: Each Google Meet session comes with a 10-character code that’s hard to predict, adding an extra layer of security.
Manage participant access: Restrict direct entry to those listed in the calendar invite. Others will need to request access, allowing the host to decide who joins.
Activate encryption: Use client-side encryption to safeguard meeting data, ensuring only authorized attendees can access it.

These features help you maintain control over your meetings and protect them from unauthorized access.

What are the advantages of using automation tools like Latenode to schedule Google Meet meetings?

Automation tools such as Latenode simplify the process of scheduling Google Meet meetings by cutting out the hassle of endless back-and-forth communication. Instead of juggling emails or messages to find a mutually convenient time, participants can quickly choose from available slots, minimizing scheduling conflicts and saving valuable time.

Beyond scheduling, Latenode integrates smoothly with various apps to offer additional features like automated meeting invites, attendance tracking, and even generating post-meeting summaries. These capabilities not only make workflows more efficient but also ensure that all key details are captured and organized without extra effort.

Can I set up a recurring Google Meet in Google Calendar, and will the meeting link stay the same?

Yes, it’s possible to schedule a recurring Google Meet through Google Calendar and tailor the repetition settings to suit your needs. You can choose from daily, weekly, monthly, or even custom intervals, and you have the option to set an end date or a specific number of occurrences.

By default, each event in the series will come with its own unique Google Meet link. However, if you prefer to use the same link for all the meetings, you can create a permanent meeting link and reuse it across the series. Just remember, participants will need the correct link for each meeting unless you opt for a single, permanent link.