Microsoft Teams Link is not included in confirmation mail for customer and organizer

Hi there,

Thank you for reaching out, and for already checking your Microsoft Teams integration and location settings. I know it’s important that your organizer and guests can easily find the join link.

When Microsoft Teams is used as the location, Calendly should automatically add the Teams meeting link to both the calendar event and the confirmation emails sent to you and your invitee. Let’s walk through a few things to check:

1. Confirm how the link is missing
   First, please open one of the affected bookings and check:

   • In the calendar event: Is there a Teams link in the Location field or event details?

   • In the confirmation email: Is there any “Join” or Teams link at all?

   This helps us see whether the link isn’t being generated at all, or if it’s just not being pulled into the email body.

2. Verify the event’s location configuration in Calendly
   For the specific event type you’re using:

   • Open the event in Calendly and go to Event details.
   • Under Location, make sure Microsoft Teams is selected (not a custom location or text-only option).
   • If this is a team event, confirm the correct Teams organizer is selected.

3. Check that Teams is connected correctly
   In Calendly:

   • Go to Integrations & apps.
   • Confirm Microsoft Teams shows as Connected, and that you’re signed in with the same Microsoft 365 account you use as your Calendar to add events to.

   If something looks off, please disconnect and reconnect:

   • Disconnect your Outlook/Office 365 calendar.
   • Disconnect Microsoft Teams.
   • Reconnect Microsoft Teams first, then reconnect your Outlook/Office 365 calendar.
   • Book a quick test event and see if the Teams link now appears in both the email and calendar invite.

4. If the link is only missing from the email body
   In some setups, the big “Join” button in the email is added by the email client itself (Outlook, etc.), not by Calendly. To make sure the Teams link always appears inside the email content:

   • Edit the email notification (or workflow) for that event type in Calendly.
   • In the message body, insert the Location variable where you want the link to show (for example, something like: “Location: {{LOCATION}}”).

   This ensures the actual Teams URL is included directly in the email text, even if the email client doesn’t add its own “Join” button.

5. If it’s still not working
   If, after these steps, the Teams link is still missing from both the confirmation email and the calendar event, please reply with:

   • A link to the affected event type (booking page).
   • A link to a recent example event where the link was missing.
   • The email address of the organizer.
   • Whether you saw any “Action required” message on the meeting inside Calendly.

   With that information, we can dig deeper into your specific setup and check what’s happening behind the scenes.

Let us know what you find out and we’re here to help!

Hello and thank you. My answers below :

1. Confirm how the link is missing
   First, please open one of the affected bookings and check:

   This helps us see whether the link isn’t being generated at all, or if it’s just not being pulled into the email body.

   • In the calendar event: Is there a Teams link in the Location field or event details? No, the link is “https://calendly.com/events/576d0bf4-f04d-4bab-9f3b-f31d47bf53a8/microsoft_teams”

   • In the confirmation email: Is there any “Join” or Teams link at all? No, there is no link on the user side. On the organizer’s side there is a message

     Impossible d'ajouter le lien de la réunion Microsoft Teams à votre événement planifié Calendly. Contactez vos invités ou mettez à jour le calendrier de l'événement pour ajouter les détails sur la vidéoconférence.

2. Verify the event’s location configuration in Calendly
   For the specific event type you’re using:

   • Open the event in Calendly and go to Event details.
   • Under Location, make sure Microsoft Teams is selected (not a custom location or text-only option). OK
   • If this is a team event, confirm the correct Teams organizer is selected. OK

3. Check that Teams is connected correctly
   In Calendly: OK it’s connected in caldendar and integration menu.

   If something looks off, please disconnect and reconnect:

   • Go to Integrations & apps.
   • Confirm Microsoft Teams shows as Connected, and that you’re signed in with the same Microsoft 365 account you use as your Calendar to add events to. OK same account is connected to both.
   • Disconnect your Outlook/Office 365 calendar.
   • Disconnect Microsoft Teams.
   • Reconnect Microsoft Teams first, then reconnect your Outlook/Office 365 calendar.
   • Book a quick test event and see if the Teams link now appears in both the email and calendar invite.
   • Already done, same issue.

4. If it’s still not working
   If, after these steps, the Teams link is still missing from both the confirmation email and the calendar event, please reply with:

   With that information, we can dig deeper into your specific setup and check what’s happening behind the scenes.

   • A link to the affected event type (booking page).
   • [removed by moderator]
   • A link to a recent example event where the link was missing.
   • Same link :[removed by moderator]
   • The email address of the organizer.
   • [removed by moderator]
   • Whether you saw any “Action required” message on the meeting inside Calendly.
   • There is no “Action required” message on the meeting.

Thank you for your time

Best regards.

Hi ​@Ty-Win47506 - Thanks for reaching back out. I wanted to follow up and see if you’re still running into this - It looks like you mentioned you’re not seeing that action required message, is that right?

Let me know if you’re still running into this.

Hello David,

Indeed we are still running into this issue. There is no Teams link in the email received by customers.

There is an “Action required” message when we click on the meeting. It asks us to “update the meeting’s planning to include videoconference details” - could you explain what does it mean please ?

The meeting location is “Microsoft Teams”, the email / Teams account is linked both in Calendar and Apps menus.

We also tried to create a new meeting, no link either.

Thanks in advance for your answer.

Best regards.

Thanks for reaching back out ​@Ty-Win47506 .

In this case “update the meeting’s planning to include videoconference details” means that Calendly could not attach a teams meeting link to the meeting, and its asking you to add one manually.

Since you’re still seeing this error, I’d recommend reaching out to our support team via chat or email (support@calendly.com) They’ll be able to take a deeper look into whats going on and how to resolve it.

If you have any issues getting in touch, let me know!