# Video Meeting Links and Joining Instructions

Share one video link with everyone or assign individual links to booked sessions. Send joining details, find missing links, and check email status for your provider-hosted calls.

[Read this page in the browser](https://www.signupbubble.com/docs/video-meetings)

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## Choose the right setup

Create and host your call with your chosen video provider, then paste its participant link into Signup Bubble. We help you share that link and joining instructions with the right attendees. Signup Bubble does not create meeting rooms or host video calls.

- **One link for everyone:** everyone who signs up joins the same call. Use this for group meetings or online classes.
- **Individual meeting links:** assign a separate link to each signup or booked session. Use this for interviews, office hours, or parent teacher conferences. Each attendee sees only the links for their own booking.

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## Enable link sharing when creating an event

1. **Turn on Share video meeting links**

   In the event builder, open Location and meeting links. You can also keep a physical location for an event with an online option.
2. **Choose who receives the link**

   Select One link for everyone or Individual meeting links.
3. **Add details now or later**

   For a shared call, paste the full https:// participant link and optional joining instructions, such as a passcode. You can leave the link blank and save the event. Individual links are assigned after people sign up.

> **Tip: You can publish before the link is ready**
>
> The **Add now or later** label means a meeting link is optional when saving. Add it when you are ready, then email confirmed attendees their joining details.

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## Send a shared meeting link

Open your event's **Video meeting links** settings, add the link and any joining instructions, then choose **Save and email attendees**. The event must be published before you can email meeting links. The update goes to eligible confirmed attendees.

Choose **Save without emailing** if you only want to save the details. Confirmed attendees can still find the saved link on their personal signup page, and eligible links appear in later confirmation and reminder emails. Saving alone does not send a separate notice.

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## Assign an individual meeting link

1. **Open Manage attendees**

   Find Individual meeting links. For larger lists, use Find an attendee to search by name or email.
2. **Expand the attendee's booking**

   Paste their participant link and optional joining instructions. If someone booked multiple sessions, assign a link to each session separately.
3. **Save and email link**

   This saves the details and queues a meeting email for that confirmed attendee. Use Save without emailing to prepare the link without sending a separate message.

You can prepare a link while an attendee is awaiting email confirmation. They receive access after confirmation. If your event uses sessions, the attendee needs to choose one before you can assign its link.

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## Find bookings that need attention

The event dashboard highlights confirmed bookings needing meeting details. In Manage attendees, the **Needs attention** filter finds missing links, assignments needing review, and failed meeting emails. Counts refer to booked sessions, so one attendee may need more than one link. A missing shared link creates one event-level task.

Organizer notifications follow your existing preference. Per-signup emails include the relevant action, with a follow-up when someone confirms and still needs a link. Daily digests include unresolved meeting links, including older bookings. With notifications off, tasks remain on the dashboard. Individual notification links open the attendee's meeting cards after you sign in.

If a booking, attendee email, or meeting time changes, review the affected individual link and save it again before sharing it.

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## Check whether the email was sent

Saving and emailing queues a message; it does not mean delivery has finished. Use **Refresh email status** to check queued, sent, or failed emails. An individual failed delivery offers **Save and retry email**. Sending shared details again sends a new update to all eligible confirmed attendees.

**Link saved** means the details are saved. Email status tracks dedicated meeting-link emails, not links included in an earlier confirmation or reminder. Meeting emails include joining instructions and the session or event date, time, and timezone when available.

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## Where attendees find their links

Confirmed attendees can use their meeting email, personal signup page, or personal calendar download. If the link is not ready, their personal page explains that the organizer will provide meeting details later.

Meeting emails and the personal signup page show the full meeting URL below **Join video call**. Attendees can copy and paste it into their browser if they prefer to use the link directly.

> **Keep meeting details private**
>
> Meeting links and joining instructions are shared with confirmed attendees, never on the public event page or public calendar. Put them in the video fields instead of the public event description. Use your video provider's access controls for the call itself.

Related guides: [Managing attendees](https://www.signupbubble.com/docs/attendees.md) and [Emails and reminders](https://www.signupbubble.com/docs/emails-and-reminders.md).