Schedule a 3D Beam meeting

This article is for Google Beam for Meet. Go to the Zoom documentation if you're using Google Beam for Zoom.

Because Google Beam's main purpose is to enhance communication in a 1:1 setting, scheduling Beam calls is slightly different from standard Google Meet meetings:

• The meeting invite must include 2 Beam rooms in addition to the participants.
• You should schedule both rooms when creating the invite.
  • Meetings with only 2 Beam rooms will be 3D.
  • Meetings joined by any other rooms or devices will be standard video.

The scheduling steps vary depending on the application your organization uses for scheduling. Go to the section that matches what you use.

Google Calendar

If you're scheduling a meeting with another organization, you need to follow a specific sequence—go to that section for instructions.

To schedule a 3D Beam meeting with Google Calendar:

1. On your computer, open Google Calendar.
2. To create an event, on the top left, click + Create  Event.
3. Add a title.
4. Click  Add guests .
5. Enter the name or email address of the person you want to invite.
6. To add the Beam rooms, click  Add rooms.
7. In the Add rooms or resources field, search for "Google Beam" to see a list of all available Beam rooms in your organization.
8. Select 1 room for each person in their location.
9. Add any other meeting details such as a description or a link to meeting notes.
10. Click Save.
11. Optional: To notify guests, click Send.

Microsoft Outlook

To schedule 3D Beam meetings in Outlook, you will need the Google Meet add-in installed. Your IT administrator should have enabled this for you already. You also need to be logged into your Google Workspace or Zoom account to schedule meetings using the add-in.

Scheduling 3D Beam meetings with Outlook requires calendar interoperability between Outlook and Google Calendar. Because of differences between the systems, adding Beam-enabled rooms is also somewhat different—you need to invite them as other users rather than adding the rooms as locations.

To schedule a 3D Beam meeting with Outlook and Meet:

1. Open Outlook Calendar and create a New event.
2. Add a title.
3. In the Invite Required Attendees field:
   1. Add your meeting partner.
   2.  Search for and add Beam rooms. Ideally, your admins have labeled them as “Google Beam”.
   3. Add your meeting partner’s Beam room by typing “Google Beam” and their location.
4. Add the Google Meet link to your event:
   1. Select Apps.
   2. Choose Google Meet.
   3. Click + Add a meeting.
   4. If prompted, sign in with your Google Account (such as Gmail or Google Workspace).

The joining information for the video meeting is added to your calendar invitation.

5. Add any other meeting details such as a description or a link to meeting notes.
6. Check availability and schedule your meeting.
7. Click Save.

Scheduling with another organization

Beam has some temporary cross-organization calling constraints, so you should follow this exact sequence to ensure a successful connection. For this description, the meeting owner is in Org A and the other participant is in Org B.

Create the meeting invite

1. The meeting owner in Org A creates an event within Google Calendar and clicks Add Google Meet video conferencing to add a meeting link to the event.

Warning: Don't edit the conference link manually. Doing so may trigger a warning requiring new guests to seek permission to join, which can disrupt the cross-organization flow.

2. The owner adds their organization's Beam room directly to the calendar invite.
3. The owner invites the external participant from Org B by entering their full email address.

Before saving the event, the meeting owner must verify that the Meeting Access Type is explicitly configured to Open or Trusted. This ensures that participants from the other organization won't be blocked from joining.

4. Click Settings  on the calendar event modal and ensure that Trusted or Open is selected. Trusted is usually the default setting.

Note: Trusted access is sufficient if both Beam rooms can be added directly to the calendar event. If permissions or access constraints prevent you from adding Beam rooms to the invite and participants must join using a meeting code, you must select Open access instead.

5. Make sure the calendar event settings allow guests to modify the event. This is necessary for the participant in Org B to add their Beam station to the invite.

Accept the meeting invite

The participant in Org B receives and accepts the calendar invitation. They must then edit the invite to add a Beam room from Org B to the event.

Join the meeting

Join the meeting as you normally would, but make sure to do so after the scheduled meeting time.