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Scenario / Question

How can I ensure Zoom links generated by Calendly are only usable during the meeting’s scheduled date and time?
 

Overview

Calendly can generate unique Zoom meeting links for each booking, but Calendly cannot restrict when a Zoom link becomes active. Zoom controls link behavior. According to Zoom’s rules, non‑recurring meeting IDs can be started any time before the scheduled time and typically remain valid for up to 30 days; recurring meeting IDs can remain valid for up to 365 days after the last occurrence. This means links may work before the scheduled window, and there is no Calendly setting to limit link usability to the booked hour only.
 

Step-by-Step

  1. Confirm you’re using unique Zoom links per meeting: In your Calendly event type, set Location to Zoom so Zoom generates a unique meeting ID for each booking, not your Personal Meeting ID (PMI). This reduces cross‑meeting conflicts compared to reusing a PMI.
  2. If conflicts persist, adjust Zoom settings at the source: Because link activation timing is controlled by Zoom, review Zoom host controls such as Waiting Room and who can start the meeting so early joiners cannot occupy the room ahead of time. Note: Calendly cannot change Zoom’s rule that meetings can start before the scheduled time.
  3. Consider operational safeguards:
    1. Keep using unique, per‑meeting Zoom links to avoid overlap between sessions.
    2. Avoid sharing a PMI broadly; PMIs function like always‑available rooms and increase the chance of overlap if reused.

 

Key Notes & Limitations

  • Calendly cannot make Zoom links active only during the booked time; link lifecycle and start behavior are governed by Zoom.
  • Zoom behavior (summarized by Calendly staff):
  • Non‑recurring meeting IDs expire 30 days after the scheduled time; restarting within 30 days resets the 30‑day window.
  • Recurring meeting IDs expire 365 days after the last occurrence is started.
  • Scheduled meetings can be started any time before the scheduled time; links remain valid per Zoom’s expiration rules unless deleted.

 

Related Questions (FAQ)

Q: We already use unique Zoom links, but invitees can still join days early. Can Calendly prevent this?

A: No. Zoom allows scheduled meetings to start before their time. Use Zoom features like Waiting Room or host‑only start to prevent early occupation, but Calendly cannot change Zoom’s activation rules.

 

Q: Would using a Zoom Personal Meeting ID (PMI) help?

A: No. A PMI is like a persistent room and can increase conflicts because it’s always available. Unique meeting links per booking are recommended to avoid overlap.

 

Links & Resources

 

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