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  1. 1.Before you start
  2. 2.How meeting rooms work
  3. 3.Share the meeting link with the client
  4. 4.Join as the host
  5. 5.Let the client in
  6. 6.Share a member's room without an appointment
  7. 7.Send the link automatically
  8. 8.Common questions
Guide

Run an online appointment

Meet clients by video in a team member's built-in meeting room, and share the meeting link with them.

3 min readRole: User or higherCalendar & appointmentsUpdated October 25, 2026
Open in the app

Softalon has built-in video meetings for online consultations and other remote services. Each team member has their own meeting room. Clients join from a link in their browser, and nothing needs to be installed.

Before you start

  • Optional: a location with the type Virtual (Online) for your online services, so clients know the visit happens online. See Add a location.

How meeting rooms work

  • Every member gets one personal room. It's created the first time someone opens a meeting link for that member, and the same room is reused for all their meetings.
  • The room is private. Clients join as guests and have to ask to join. The host lets them in.
  • Any member of your salon who is signed in to Softalon joins as a host.
  • Each participant is removed from the call 90 minutes after they join.
  1. 1

    Step 1 of 3

    Share the meeting link with the client

    On the Appointments page, open the appointment's menu and choose Share, then Meeting. On the calendar, right-click the appointment, choose Share, then Meeting. In the Share Meeting Link dialog, copy the Short Link or Full Link and send it to the client.

    You will see:

    The link opens a page titled with the service and the member's name, for example "Consultation with Emma".

  2. 2

    Step 2 of 3

    Join as the host

    At the time of the appointment, open the same meeting link. Under the name field, click Are you the host? Click here to join. Softalon opens the meeting in your dashboard, and you join as host straight away. You need to be signed in to Softalon.

  3. 3

    Step 3 of 3

    Let the client in

    The client enters a name in Your Name / Nickname and clicks Join Meeting. Because the room is private, they ask to join, and you admit them from the call.

When you leave the call, Softalon takes you back to the appointment's details.

Share a member's room without an appointment

On the Members page, open a member's menu and choose Share, then Meeting. This link always opens that member's room, which suits ongoing or informal calls.

Send the link automatically

In automations, use Meeting Link from the appointment's Action Links group, for example in a reminder sent before online appointments. A Meeting Link for the member's room is also available in the member's variables. See Use variables in automations.

Because the room belongs to the member, not to the appointment, back-to-back online clients use the same room. Admit only the client whose appointment it is.

Common questions

No. They only need the link and a name to show in the call.

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Send a client a confirm, reschedule or review linkShare a link that lets a client confirm, update, reschedule, cancel, review or join an appointment without signing in.Add a locationCreate a physical, private, mobile or virtual location, add its address, and know how your plan limits active locations.Use variables in workflowsInsert details like the client's name, appointment time or salon address into workflow steps, and format them with helpers.
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