Virtual Locations

A virtual location represents an online modality: telehealth, coaching, anything held over video. Clients book it the same way they'd book a physical location, except they receive a meeting link in their confirmation, reminder, and calendar invite instead of an address.

Step 1. Create the virtual location

1. Open Locations and click Add Location.
2. Set Type to Virtual.
3. Give it a clear name like "Online (Google Meet)" or "Telehealth Room."
4. Pick a meeting platform:
   • Google Meet (recommended if you use Google Calendar; supports per-appointment auto-generated links)
   • Zoom
   • Microsoft Teams
   • Other for any other platform

Step 2. Choose static or auto-generated

You have two options for the meeting link.

Option A. Static link

Paste a single URL into the Meeting link field. Every appointment booked at this location uses the same link.

Best for personal Zoom rooms or any practice that prefers one consistent link.

Option B. Auto-generated per appointment (Google Meet only)

Leave the Meeting link field blank and connect Google Calendar. When a new appointment is booked, Stillpoint asks Google Calendar to generate a fresh Google Meet link as part of the calendar event. The fresh link is included in confirmations, reminders, and reschedule emails.

Best for privacy (each session has its own room), group practices running parallel virtual sessions, and clinics that want a clean handoff with no shared waiting rooms.

Requirements for auto-generation:

• Practice owner has connected Google Calendar in Settings → Integrations.
• Meeting platform is set to Google Meet.
• Meeting link field is left blank.

If conditions aren't met, the location falls back to the static link (or none, if blank).

Step 3. Add meeting instructions (optional)

Use the Meeting instructions field for context the client needs before joining:

• "Join from a quiet space with stable Wi-Fi."
• "Click the link 5 minutes before your scheduled time."
• "If you have trouble connecting, call (555) 123-4567."

Instructions appear in the confirmation email, reminder, and the manage-booking page.

What clients see

For virtual appointments, clients receive:

• Confirmation email with a "Join the session" button linked to their meeting URL.
• Reminder emails that include the same link (or a freshly generated one if you're using auto-generation).
• Reschedule emails that update with the new link.
• Manage-booking page showing the link and platform.

The booking page itself replaces the usual address row with a "Virtual session" indicator so clients know what they're booking.

Tips

• For maximum privacy, use Google Meet auto-generation rather than a static personal room.
• Keep instructions short. Clients usually read on mobile.
• If practitioners use different platforms, create one virtual location per platform.
• You can mix virtual and in-person locations on the same service so clients pick what works for them.