The best way to share your Zoom link

Zoom is the go-to platform for virtual meetings, webinars, and online events. But when it comes to sharing the Zoom link, things can quickly get messy. Emails get lost, links are forgotten, and attendees arrive late or not at all. CalendarLink offers a better way. With one simple calendar link, you can share your Zoom invite across any channel and make sure it lands directly in your attendees' personal calendar. No confusion, no extra reminders, no stress.

This guide shows you exactly how to do it, but first..

Why sharing your Zoom link properly matters

Your Zoom link is the access point to your event. If it's buried in an email or sent too late, attendees are likely to miss it or forget altogether. By making your Zoom link easy to access and saving it directly in the user's calendar, you improve the experience and increase turnout.

CalendarLink helps you create a clear, reliable process for sharing your Zoom invites the smart way.

How to share a Zoom link with CalendarLink

Step 1: Schedule your Zoom meeting

Create your meeting on zoom.us and copy the join link once it is scheduled. This is the link you will include in your CalendarLink event.

Step 2: Create your CalendarLink event

Log into your CalendarLink account and set up a new event. Enter the event name, date, and time. Paste the Zoom link into the location field and add any relevant details in the description, such as an agenda or speaker names.

You can also customize the event with your logo and brand colors for a professional appearance.

Step 3: Generate your Add-to-Calendar link

Once your event details are ready, CalendarLink will generate a universal Add-to-Calendar link. This single link works with Google Calendar, Apple Calendar, Outlook, and other major platforms. When attendees click, the event is added directly to their calendar with the Zoom link already included.

Step 4: Share your link

Copy your Add-to-Calendar link and share it wherever your audience is. Use it in email campaigns, WhatsApp groups, confirmation pages, or on social media. No matter where it is shared, the result is the same: one click and your event is on their calendar.

Add RSVP and calendar reminders

Want to know who is planning to attend? Enable RSVP when creating your event. Attendees will be able to confirm their attendance before adding the event to their calendar.

After RSVP, the Zoom meeting is saved to their calendar, and reminders are automatically handled by their calendar app. You do not need to send separate reminder emails.

Hosting recurring Zoom meetings

For ongoing sessions such as weekly calls or monthly webinars, use CalendarLink’s Subscription Calendar feature. Attendees can subscribe once and automatically receive every new event you add to the calendar.

This is ideal for recurring events that should be added to a personal calendar without resending individual links each time.

Automate your invite process

CalendarLink connects with tools like Zapier and supports Smart Links and Webhooks. That means you can automatically send calendar invites when someone fills out a form, registers for an event, or completes a payment.

You save time and eliminate manual tasks, while attendees get a seamless invite experience.

Best practices for sharing Zoom links with CalendarLink

Always test your link before sending to ensure it includes the correct Zoom details
Use a clear title and description for your calendar event
Add a friendly message in the calendar invite to set expectations
Specify the time zone to avoid confusion, especially for international audiences
Customize your event branding to create a professional, trustworthy experience

Share smarter with CalendarLink

With CalendarLink, you turn a simple Zoom link into a complete calendar experience. You make it easy for attendees to join, remember, and show up on time. You also reduce no-shows and improve engagement.

- Start using Add-to-Calendar links that work everywhere
- Track who plans to attend with RSVP
- Keep your Zoom links visible with automated reminders
- Simplify event management with automation options

Create your first Zoom-ready calendar invite today. It is fast, free, and built to help you run better virtual events.

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