If enabled for your account, you can create appointments not only as video appointments but also in person, at one of your organization's locations. An in-person appointment has no video room: participants receive the address instead of a join link.

Prerequisites

  • In-person appointments are enabled for your account.
  • Your organization has at least one active location. Locations are created by the organization owner (see the "Manage locations" section below).

How to create an in-person appointment

  1. Click New appointment in the sidebar.
  2. Under Location, choose the location. The default is Video consultation, which means a video appointment.
  3. Choose the appointment type Confirmed appointment or Participant confirmation required. Ad-hoc appointment and Permanent appointment (beta) need a video room and are not available for in-person appointments.
  4. Enter the date, time, duration and the participant's details as described in Create an appointment for a participant.
  5. Click Create Appointment.

Because no video room is created, the form hides the Room configuration section.

The location cannot be changed after the appointment has been created. If the appointment should take place at a different location or as a video appointment, cancel it and create it again. See Reschedule, cancel or reopen an appointment.

What the participant receives

  • Emails: the appointment confirmation, the reminder and rescheduling notifications show the address under Location instead of a join link.
  • Calendar invitation: the address is the location of the calendar entry.
  • Appointment page: participants see the name of the location and its address.

The address comes from the location. If none is stored there, your organization's address is used. If that is missing too, the emails say "The location will be communicated to you separately."

Emails and calendar invitations show only the address, not the name of the location. If details such as the floor or room are part of finding the way, include them in the address.

Manage locations

Locations are managed by organization owners.

  1. Switch to the Organization area and open Locations.
  2. Click New location.
  3. Enter a Name. It is shown when a location is chosen, for example "Location 1" or "Room 2".
  4. Enter the full address under Address. If you leave the field empty, your organization's address is used.
  5. Click Save.

Locations cannot be deleted, only archived with Archive. An archived location is no longer offered for new appointments. It stays assigned to appointments already booked there and to the availability types that use it. Restore makes it available again.

Let participants book in-person appointments online

Participants don't choose the location when booking: it belongs to the availability type. Under Organization > Availability types, the Location field sets where appointments of that type take place. Anyone who books an appointment of that type online automatically gets an appointment at that location. See Configure appointment types (availability types).

When you archive a location, also check the availability types that use it, and choose a different location there if needed.

Common problems

  • The "Location" field is missing from the appointment form. In-person appointments are not enabled for your account. Contact your organization administrator or our support team.
  • "Location" shows "No locations available to book." Your organization has no active location yet. Organization owners create one via Manage locations; everyone else contacts the organization owner.
  • "Ad-hoc appointment" or "Permanent appointment" can't be selected. Both need a video room. Choose Video consultation under Location, or a different appointment type.

Still have questions? Contact us at support@meetone.io.