✓ Schedule a meeting

Upwork’s integrated meeting tool lets users schedule, manage, and join video meetings directly in Messages on desktop or the mobile app. Users can link Google or Microsoft calendars (excluding iCal and custom domains) to sync availability. Meetings can be rescheduled or canceled easily, and notifications help keep everyone informed.

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In this article

• How does linking a calendar help with scheduling?
• Which calendars can I link to my Upwork account?
• How do I link my calendar for scheduling meetings?
• How do I invite others to schedule a meeting?
• How does scheduling a meeting work?
• How do I reschedule or cancel a meeting?
• How do I join a scheduled meeting?
• If I disconnect my calendar after accepting meeting invitations, will they disappear from my calendar?
• Can I add people who are not in the conversation when I schedule a meeting?
• Do I have to link my calendar to schedule a meeting?

• Can I schedule, reschedule, attend, or cancel meetings on the Upwork mobile app?

How does linking a calendar help with scheduling?

Linking a calendar sends meetings and consultations scheduled on Upwork to your external calendar and automatically syncs your availability.

Which calendars can I link to my Upwork account?

• Google Calendar
• Microsoft Calendars — Cloud-based Microsoft accounts are supported, but on-premises accounts are not

Apple iCal is not supported, and custom domains are only supported for valid Google or Office 365 accounts.

How do I link my calendar for scheduling meetings?

From any conversation in messages, click the calendar icon at the top. This opens the Connect your calendar window. You can do this even if you don’t plan to schedule a meeting right away.

You'll be prompted to sign into your Microsoft or Google account so that we can access your calendar.

Note: Once you’ve integrated your calendar, it is applied to all of your active conversations. You do not need to re-sync to schedule meetings and show your availability in different conversations.

How do I invite others to schedule a meeting?

To start the process of scheduling a meeting, start in the specific conversation you want to hold the meeting.

From your desktop or mobile web:

1. Click the calendar icon at the top of the page (desktop) or the three-dot menu (mobile app). If you haven't linked a calendar, the Connect your calendar window will open—connect a calendar or choose Skip
2. On the Share your availability window, select the time zone, days, and times you're typically available for meetings. You can copy available times from one day to another with the copy icon
3. Choose Next, and select 15, 30, 45, or 60 minutes
4. Select Send. A meeting invite link will be sent to the conversation, and everyone in the room can access it

Note: If a time is booked on your linked external calendar, it will show as unavailable to other users even if you marked it as available in the meeting invitation.

How does scheduling a meeting work?

1. After you send a meeting invite, other participants in the room can select the auto-generated Schedule a meeting link, which opens the scheduling window
2. The window is split into two sections—one side has a calendar with the invite sender’s available dates highlighted. Once the recipient chooses a date, the sender’s available times appear
3. If the sender has an external calendar linked, their availability reflects that. Example: if you’re available on Upwork from 9 am to 5 pm, but your linked calendar has activities booked from 3 pm to 5 pm, your Upwork availability shows as 9 am to 3 pm
4. Linking a calendar is optional for invitation respondents. They can just pick a day from the sender’s calendar to see available time slots
5. Once the respondent picks a day and time and selects Confirm, the meeting is automatically scheduled and added to the sender’s calendar, if theirs is synced. All other participants receive a message with an Add to calendar link to manually add the meeting to their own calendars if they want

How do I reschedule or cancel a meeting?

Once a meeting is scheduled, the meeting message remains in the room and includes Cancel and Reschedule links. Select the link you want and follow the steps.

You’ll be able to enter a reason for rescheduling or canceling, if you want.

How do I join a scheduled meeting?

Those with synced calendars or who manually added an event to their calendars will be able to join the meeting via the link in the calendar event. You can also join via the Join the meeting link in your conversation.

Pro tip: To get message and email alerts about new meetings and consultations, go to Settings > Notifications to make sure your notifications are turned on. You can also manage your message notifications in Upwork Messages by selecting Message settings in the options (...) menu.

If I disconnect my calendar after accepting meeting invitations, will they disappear from my calendar?

No, they'll still appear in your calendar. You cannot remove or edit them on the Upwork platform, but you'll be able to from your calendar.

Can I add people who are not in the conversation when I schedule a meeting?

No, only people in a message room can be invited when you're scheduling a meeting created for that conversation. You may be able to share the meeting link to include them after the meeting is scheduled.

Do I have to link my calendar to schedule a meeting?

You're not required to link your calendar but certain functionality, such as calendar alerts, will be unavailable to you if you do not.

Can I schedule, reschedule, attend, or cancel meetings on the Upwork mobile app?

Yes, Upwork’s calendar features are available on the mobile app.