You're probably paying for Zoom. And copying a Zoom link into your booking confirmations. And digging through your inbox for the recording afterwards.

HighLevel now has video calls built right into your CRM. They're called Meeting Rooms, and with about ten minutes of setup they can replace that whole routine. Here's how to set up your room, what's inside it, and how to make every booking land people straight in it.

Filmed inside FableForge, which runs on HighLevel, so everything here works the same on your HighLevel account. Don't see Meeting Rooms? Turn on the new interface in Labs.

Step 1: Create your Meeting Room

In your left menu, go to Client Apps → Meeting Room and click Create a room. (Already have one? Edit settings opens the same screen.)

  1. Name your room.
  2. Pick your room link. The front is preset; the ending is yours. When it says available in green, it's yours.
  3. Passcode. Keeps random people out. It's built into the link you share, so the people you invite get straight in without typing anything. Leave it blank and one is made for you.
  4. Waiting room. Holds people in a lobby until you let them in.
  5. Allow guest users. Leave this on for client calls. Your clients shouldn't need a HighLevel account just to talk to you.
  6. Open room. Lets people start the meeting without you. Handy when you're running two minutes late and a client's whole team is already there.
  7. Co-hosts. Add whoever helps you run calls. They get the same host controls you do.

Save, and you land on your room's home base: your link with a copy button, and a Start room button.

Step 2: Know what's inside the room

If you've used Zoom or Google Meet, you already know the basics: mic, camera and device pickers, and screen share (a tab, a window or your whole desktop). On top of that you get:

  • Reactions and raise hand, so people can get your attention without interrupting.
  • Participants, where you can pin someone for yourself or for everyone.
  • Host controls: start everyone muted, decide who can unmute, turn on their camera, share their screen or react, admit everyone from the waiting room, and mute everyone at once.
  • Breakout rooms, up to 100 of them. Assign people automatically, move them yourself, or let them choose.
  • Noise cancellation for keyboards, traffic and background voices, with a high setting.
  • Live transcription with translation. Everything said shows up as text in real time. If you have auditory processing challenges, this one is a big deal. If your callers speak different languages, it translates too.

Step 3: Find your recordings and transcripts

Back on the room's home base, you'll see this week's meetings, and under them your recordings and transcripts. No more hunting through email for a recording link.

On a team? Switch from My room to Team rooms to see everyone's rooms, recordings and transcripts.

Open any transcript and Ask AI is right there. One click gets you a summary, what was decided, or the action items. So if you take the client call and someone else does the work, they don't need a recap call. They open the transcript and click. (Typing your own questions is marked as coming soon.)

Step 4: Build a booking calendar that sends people to your room

A room is great, but people still need a way to book time in it.

  1. Go to CRM → Calendars and click New calendar.
  2. Choose Personal booking (one-on-one time with you: discovery calls, client check-ins).
  3. Give it a name your people will recognise, a short custom URL, and a meeting length. It already uses your working hours.
  4. Click Advanced settings → Staff & location.
  5. Under Meeting location, choose Meeting Room. That's it.
  6. Save.

Every booking on that calendar now sends people straight into your room. No pasting links into confirmation emails. (Want a different link? Choose Custom and paste it in.)

Step 5: Connect Google Calendar

This is the step that saves your sanity. Go to Settings → My Profile → Calendar. Under Connected calendars, click Add new, choose Google, and give permission in the pop-up.

Now HighLevel checks your Google Calendar, so anything on it blocks that time on your booking page. Dentist appointment? Kid's recital? Blocked. Turn on Hide event details and your team only sees that you're busy, not why.

The result: one place instead of three

Your video room, your booking calendar and your availability now all live in one place. That's one less subscription, one less link to paste, and one less place to go looking for what was agreed.

Rather not do the techy stuff yourself?

FableForge gives you every HighLevel feature in this post, plus a support community where you can actually ask questions. Want it handled for you? Add our Tech Team for a small monthly fee: send us your tech tasks and we take care of them.

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