Automatically generate video conferencing links for your scheduled appointments. This guide covers how to connect a conferencing provider, enable automatic link generation on a scheduler template, include the link in your email templates, and find the conferencing link for booked appointments.
Prerequisites
Before enabling conferencing on a scheduler template, make sure you have the following in place.
You'll need:
A connected external calendar account. Conferencing requires an active calendar connection — the scheduler uses your connected calendar to manage availability and generate meeting events.
A connected video conferencing provider. Dubsado supports Zoom, Microsoft Teams, and Google Meet. To connect a provider, see the article on connecting video conferencing.
Enable conferencing on a scheduler template
Once your conferencing provider is connected, you can turn on automatic link generation for any scheduler template. Conferencing is enabled per template, so you can choose which types of appointments generate a link and which don't.
Navigate to Events ➔ Scheduler Templates.
Select an existing template or create a new one.
In the Details card, locate the Location description field.
Click Add link next to the Location description field.
When a conferencing provider is connected and conferencing is not yet enabled, the button shows a Video icon.
When no provider is connected, the button shows a warning icon and is disabled. A banner reading "Video call app not connected" appears below the field. Click Go to settings in the banner or navigate to Settings ➔ Third party connections to connect a provider first.
Once conferencing is enabled, the button label changes to Remove link and helper text appears: "A conferencing link will be generated automatically."
Click Save to save the template.
You can leave the Location description field empty, or enter a note for clients like "A video link will be provided after booking." The conferencing link is generated only after a client completes their booking — it is not shown in advance on the scheduling page.
When conferencing is enabled, the Details card also shows a read-only Notetaker row indicating On or Off. This reflects whether Dubsado's notetaker will automatically join appointments booked through this scheduler to record and transcribe the call. The Notetaker setting is workspace-wide — there is no per-scheduler toggle. You can manage it in Settings ➔ Notetaker. See the Notetaker article for details.
Add the conferencing link smart field to email templates
Enabling conferencing on a template generates a link, but clients only receive it if the link is included in the confirmation email. This section explains how to add the conferencing link smart field to your email templates so the link reaches your clients.
Update the default confirmation email
Navigate to Messages ➔ Default templates.
Open the Appointment Confirmed template.
In the email body editor, open the smart field picker.
Expand the Appointment category and select Appointment Conferencing Link.
Save the template.
Updating the default Appointment Confirmed template changes the confirmation email for every scheduler that does not have a custom confirmation email set. If you only want conferencing links to appear for certain schedulers, create custom confirmation email templates for those schedulers instead of editing the default.
Update the rescheduled email
If you want clients to receive the conferencing link when they reschedule, add the same smart field to the Appointment Rescheduled default template in Messages ➔ Default templates.
Updating the default Appointment Rescheduled template applies to all schedulers in your workspace. There is no option to set a custom rescheduled email per individual scheduler.
Update custom confirmation email templates
If specific scheduler templates use custom confirmation emails rather than the default, add the Appointment Conferencing Link smart field to those custom templates as well.
You may also want to include the Appointment Add to Calendar Link smart field in your confirmation emails. This lets clients create an event on their own calendar directly from the email.
Find the conferencing link for booked appointments
After a client books an appointment, the conferencing link appears in several places so you can easily access it before the meeting.
Confirmation email: The conferencing link is included in the confirmation email sent to you when an appointment is booked.
External calendar: The link is added to the calendar event exported to your connected external calendar.
Events page: On the Events page, click the appointment on the calendar to open its details. The conferencing link appears with a Join meeting button and a copy-to-clipboard button. The join URL is also displayed as text below the button.
Project Events tab: Open the project, click the Events tab, then click the appointment to view its details. The same Join meeting button and copy-to-clipboard button appear.
FAQ
Which video conferencing providers does Dubsado support?
Dubsado supports Zoom, Microsoft Teams, and Google Meet. You connect a provider through Settings ➔ Third party connections.
Why is the Add link button disabled on my scheduler template?
The Add link button is disabled when no video conferencing provider is connected. Click Go to settings in the banner, or navigate to Settings ➔ Third party connections, to connect a provider.
Can I use conferencing on some schedulers but not others?
Yes. Conferencing is enabled per scheduler template. Click Add link on the templates where you want conferencing, and leave it off on the others.
What happens to existing conferencing links if I disable conferencing?
When you disable conferencing in Settings ➔ Third party connections, video call links are no longer added to new appointment calendar events. For Zoom specifically, all past events are cancelled and the existing video call links stop working.
Why aren't my clients receiving the conferencing link in their confirmation email?
Make sure the Appointment Conferencing Link smart field is included in the email template used for the scheduler's confirmation email. If you're using the default Appointment Confirmed template, add the smart field there. If the scheduler uses a custom confirmation email, add the smart field to that template instead.