Virtual Locations & Video Conferencing

A virtual location represents an online modality — telehealth, coaching, or any session held over video. Clients book a virtual location the same way they book a physical one, but instead of receiving an address they receive a video link in their confirmation, reminder, and calendar invite.

Step 1 — Create the Virtual Location

1. Navigate to Locations and click Add Location
2. Set Type to Virtual
3. Give it a clear name (e.g. "Online — Google Meet", "Telehealth Room", "Zoom Sessions")
4. Choose a Meeting platform:
   • Google Meet — recommended if you use Google Calendar; supports per-appointment auto-generated links
   • Zoom — paste your personal meeting room URL or a recurring link
   • Microsoft Teams — paste a Teams meeting link
   • Other — for any other video platform (just paste the URL)

Step 2 — Choose Static Link or Auto-Generated

You have two options for the meeting link:

Option A — Static Meeting 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 ("My Personal Meeting Room")
• Static Google Meet rooms
• Practices that prefer 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 at this location, Stillpoint asks Google Calendar to generate a unique Google Meet link as part of the calendar event. The fresh link is then included in the client's confirmation, reminder, and reschedule emails.

Best for:

• Privacy (each session has its own room, no overlap possible)
• Group practices where multiple practitioners run virtual sessions in parallel
• Clinics that want a clean handoff with no shared waiting rooms

Requirements for auto-generation:

• Practice owner has connected Google Calendar in Settings → Integrations
• The location's meeting platform is set to Google Meet
• The Meeting link field is left blank

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

Step 3 — Add Meeting Instructions (Optional)

Use the Meeting instructions field to give clients context they need before joining:

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

These instructions appear in the confirmation email, reminder email, and on 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 join link
• Reschedule emails that update with the new link if a fresh one was generated
• Manage-booking page showing the meeting link with platform label

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

Tips

• For maximum privacy, use Google Meet auto-generation rather than a static personal room
• Keep meeting instructions short — clients are usually reading on mobile
• If your 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