Links and Access

Two Types of Links

Meeting Link

A meeting link is specific to a single meeting.

• Created when you schedule a meeting
• Unique to that meeting
• Works only for that specific meeting
• Changes for each new meeting

When to share the meeting link:

• One-off meetings
• When you want participants to only join this specific meeting
• When you don't use rooms

Room Link

A room link points to the room itself, not a specific meeting.

• Created when you create a room
• Stays the same forever (unless you delete the room)
• Works for any meeting scheduled in that room
• Requires a password to identify which meeting to join

When to share the room link:

• Recurring meetings where you want a consistent entry point
• Office hours or ongoing availability
• When you've shared the link previously and don't want to resend

How Room Links Work

Since multiple meetings can be scheduled in the same room (at different times), the system needs to know which meeting someone wants to join.

The Flow

1. Participant opens the room link
2. System checks if there's a meeting currently active
3. If a password is required, participant enters it
4. If the password matches an active meeting, they join
5. If there's no matching meeting, they're informed

With Passwords

When password protection is enabled:

Room link + Password → Specific meeting

• Share the room link (persistent)
• Share the meeting password (unique per meeting)
• Participants enter both to join the right meeting

Without Passwords

If password protection is off and a meeting is currently active, participants join that meeting directly.

Choosing Which Link to Share

Access Scenarios

Participant Uses Meeting Link

1. Click the meeting link
2. Join the meeting directly (or wait in waiting room if enabled)

No ambiguity — the link goes to one specific meeting.

Participant Uses Room Link

1. Click the room link
2. Enter password if prompted
3. System matches password to an active meeting
4. Join that meeting (or wait in waiting room if enabled)

What If No Meeting Is Active?

If someone uses a room link when no meeting is running:

• They're informed that no meeting is currently active
• They may see when the next scheduled meeting starts
• They can wait or come back later

Best Practices

For Recurring Meetings

1. Create a room for the series
2. Share the room link with all regular participants (once)
3. For each occurrence, share only the password
4. Participants use their saved room link + new password

For One-Time Meetings

Just use the meeting link. No need to involve rooms for simple cases.

For Public-Facing Meetings

1. Create a dedicated room (e.g., "Public Office Hours")
2. Publish the room link on your website or calendar
3. Use passwords to separate different sessions
4. Consider enabling waiting room for additional control

Security Considerations

Password Strength

Passwords help identify meetings, but they're not high-security credentials. They prevent accidental wrong-meeting joins, not determined attackers.

For sensitive meetings, also consider:

• Waiting room (so you see who's joining)
• Disabling guest access (members only)
• Not publishing room links publicly

Link Privacy

• Meeting links are less sensitive because they're single-use
• Room links are more sensitive because they're persistent

If a room link is compromised, you have options:

• Change passwords frequently
• Enable waiting room
• Delete and recreate the room (new link)

Frequently Asked Questions