Integration · Video calls
Google Meet and WhatsApp: schedule a call and send the link from a workflow
How the native Google Meet app works in Broadchat automations: scheduling a calendar event with a Meet link and sending it to a customer on WhatsApp, with its one-module limits.
By Broadchat teamPublished 6 min read
You will need
- A Google account with permission to create calendar events on the calendar you want to use.
- The Automations module on your Broadchat plan, with paid tasks available: the Google Meet step uses one paid task per call scheduled.
- Google sign-in enabled on your platform by your provider; the same connection used for Google Sheets and Google Drive is used for Google Meet.
- The attendee's email address, since Google Meet invites and calendar entries are sent by email, not by WhatsApp number.
What the Google Meet app does
The Google Meet WhatsApp integration in Broadchat is a native app in the workflow builder with a single job: take the details of a call, create the calendar event with a Google Meet link, and hand that link back to the workflow so it can be sent to the customer on WhatsApp. It suits any business that books calls by chat, such as a coaching counsellor booking admission calls, a consultant booking a client meeting, or a webinar registration flow that needs a session link, as shown in the webinar registrations use case.
It is deliberately simple: one module, Schedule a Meeting, rather than a full calendar manager. If you need to browse, move or cancel events from a workflow, that has to be done in Google Calendar directly today.
Example: a counselling call booked from a chatbot
A coaching institute's lead-qualification chatbot asks a prospective student for their name, email and a preferred time, then hands off to a workflow:
| Step | What it does | Key inputs | Output used later |
|---|---|---|---|
| 1 | Custom Webhook (trigger) | Chatbot sends the collected name, email and time | name, email, startDateTime |
| 2 | Google Meet → Schedule a Meeting | Event Name "Admission counselling call", attendee email, Start/End DateTime, Send Updates: External Only | meet_link, html_link |
| 3 | CRM → Update a Custom Field | Save meet_link against the contact | |
| 4 | CRM → Send Template Message (V2) | Confirmation template with the meet_link as a button variable | message sent |
The prospective student gets a calendar invite by email and a WhatsApp confirmation with the same link, so whichever one they check first still gets them to the call.
Where this fits in a booking flow
Scheduling the call is one step in a longer chat. Collect the details first with a chatbot, or with a WhatsApp Flow booking form if there are several fields to gather, then hand off to the workflow described above, and close the loop with an appointment confirmation template that includes the Meet link. For logging the booking to a spreadsheet alongside the call, pair this with the Google Sheets integration, which uses the same Google connection.
Troubleshooting
- "Sign-in for this app is not configured": Google sign-in has not been enabled by your provider; ask them to add it.
- The step runs but no invite arrives: check that Send Updates is not set to None, and that the attendee email is correct; a typo in the email sends the invite nowhere.
- Wrong time shown on the invite: the Start and End TimeZone fields must be set explicitly (for example Asia/Kolkata); a date-time without a time zone can be interpreted differently than you expect.
- Meet link missing from the WhatsApp message: confirm the workflow step after Schedule a Meeting is mapping the meet_link output, not a fixed placeholder value.
For other ways to connect scheduling tools, see the full list of integrations. Coaching institutes, consultants and agencies running many client calls can offer this flow to their own clients under the partner program.
Set it up
Connect your Google account
Open Automations → App Authentications and click Add Connection. Under Select App, search for Google and choose Google (Sheets, Drive, Meet). Enter a Connection Name and click Connect with Google, then approve calendar access in the Google window.
Add the Google Meet step to a workflow
In Automations → Workflow, start from the event that should trigger a call, such as a Custom Webhook from a booking chatbot or a lead-qualification flow, then add the Google Meet app's Schedule a Meeting module.
Fill in the event details
Set the Event Name and Event Description, the Start and End date-time with their time zone (for example Asia/Kolkata), who gets calendar updates (All, External Only or None), and the attendee's email. Leave the Calendar ID as the default unless you keep a separate calendar for bookings.
Capture the Meet link
The step returns a meet_link, an html_link to the calendar event and the event's start and end times. Store the meet_link in a variable so later steps, including a WhatsApp message, can use it.
Send the link on WhatsApp
Add a Send Template Message (V2) or, inside the open customer service window, a plain text message step with the meet_link as a variable, so the customer gets the call link on WhatsApp as well as by calendar invite.
Test with a real email address
Run the workflow with your own email as the attendee and confirm the calendar invite and the WhatsApp message both arrive with a working Meet link before using it with real customers.
What you can do
One call booked from one workflow step
Schedule a Meeting creates the calendar event and the Google Meet link together, so a booking chatbot or lead-qualification flow can turn a confirmed slot straight into a working call link.
Control who gets notified
The Send Updates setting chooses whether Google emails calendar invites to all attendees, to external attendees only, or to none, which matters when you want WhatsApp, not email, to be the main place the customer sees the call details.
The link travels with the booking
The returned meet_link and html_link can be saved to the contact or passed into the same WhatsApp confirmation template used for the rest of the booking flow, keeping the call link and the appointment confirmation in one message.
Limitations to know
- Only one module exists today: Schedule a Meeting. There is no module to list, update or cancel an existing event, and no trigger that starts a workflow when a calendar event changes.
- The step needs the attendee's email address; a WhatsApp phone number alone is not enough to add someone to a Google Calendar event or send them a calendar invite.
- Each Schedule a Meeting step uses one paid task from your Broadchat plan, in addition to whatever your organisation already pays Google Workspace for.
- The connection is shared with Google Sheets and Google Drive, so the Google account you connect needs the right access on whichever calendar the events should appear on.
- Rescheduling or cancelling a call booked this way is a manual step in Google Calendar or a new workflow run; the WhatsApp side does not automatically update if the event changes afterwards.
Sources
- Events: insert (conferenceData and Meet links) — Google for Developers, checked 12 October 2026
- Calendar API overview — Google for Developers, checked 12 October 2026
Broadchat team · Product and partner success team
The people who build and support Broadchat, the white-label WhatsApp Business API platform. We write from what we see while onboarding partners and their clients on the official WhatsApp Cloud API, and we check every article against Meta's current documentation.
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Frequently asked questions
Can a WhatsApp chatbot schedule a Google Meet call automatically?
Yes, through a workflow. The chatbot collects the attendee's details and hands off to a workflow with the Google Meet app's Schedule a Meeting step, which creates the calendar event and Meet link and returns the link to be sent on WhatsApp.
Does this work with just a WhatsApp number, or do I need an email address?
You need the attendee's email address. Google Calendar invites and attendee records are tied to email, not to a WhatsApp number, so collect the email as one of the booking fields.
Can I cancel or reschedule a call booked this way from a workflow?
Not today. Only the Schedule a Meeting module exists; there is no module to update or cancel an existing event. Changes have to be made directly in Google Calendar.
Is this the same connection as Google Sheets?
Yes. Google Sheets, Google Drive and Google Meet all use the same Google OAuth connection in Automations → App Authentications, so connecting once covers all three apps.