How to use an external video conferencing provider for my appointments ?

Who is this article for?

You hold some of your online appointments with your own video conferencing tool (Zoom, Google Meet, Microsoft Teams, etc.) instead of Colib's video conferencing. This article explains how to add the link of that tool to an appointment type, so that Colib sends it automatically to your clients.

Before you start: the link is set per appointment type, in Settings > Appointments (www.colib.io/settings?show=appointments). You need access to the practice settings. Have the link of your meeting room ready (for example, your personal Zoom meeting link).

1Open the appointment type

1. Go to www.colib.io/settings?show=appointments. You can also click the Settings icon (gear) in the top bar, then Appointments in the Admin menu on the left.
2. Click the pencil icon of an existing appointment type, or click Add Type under a category to create a new one.

2Add your external link

1. Turn on Online meeting.
2. Turn off Add a Colib video conference link. The External video conference link field appears.
3. Paste the link of your meeting room in External video conference link. It must start with https://, http:// or www., otherwise Colib shows The external video conference link you provided is not valid.
4. Click Save at the bottom of the window.

From now on, every appointment booked with this type uses your external link.

3Where your clients find the link

• Notifications — the link is added to the confirmation and reminder notifications sent to your clients before the appointment (and to the notification sent when the appointment is changed): a Join Video Session button in emails, and the link in text messages. The calendar invitation attached to the confirmation email contains it too.
• Client portal — in the client's appointments, the appointment shows This appointment is virtual. with a Join meeting link (Join session in the list of appointments).
• Arrival confirmation — if your practice sends arrival confirmation messages, the Connect to the meeting button opens your external link.

On your side, the appointment window in the scheduler (www.colib.io/scheduler) shows a Video conference badge next to the title, and Virtual external meeting : Join meeting in the Options section. Both open your external link.

Good to know

• One link per appointment type — the link is the same for every appointment and every practitioner who uses this type. It cannot be changed for a single appointment. If each practitioner has their own meeting room, create one appointment type per practitioner and turn off Available for all practitioners to assign it.
• Colib link or external link — turning Add a Colib video conference link back on removes the external link. Turning Online meeting off removes both.
• Online booking — the external link is not shown on your booking page: your clients receive it in the confirmation sent after booking.
• Colib features — the waiting room, the audio recording, artificial intelligence notes, transcripts, notes during the session and live subtitles are features of Colib's video conferencing. They are not available when the meeting takes place in an external tool.
• Prefer Colib's video conferencing? — see How to automatically add telehealth conference links to appointments.

Still have a question?

Write to us at support@colib.io, we will be happy to help.