Venue: Show the Meeting Location, Link, or Phone Number in Emails

Booking confirmations, reminders and calendar entries all need to say where the meeting takes place. Depending on the channel that is an online meeting link, a phone number, or a physical address.

The Venue Variable

Instead of creating a separate template for each channel, use the {!M.Meeting.Venue} variable (shown as Venue in the variable picker). It automatically resolves to the relevant location for the channel that was booked:

Channel (as shown when you pick it)	Venue shows
Phone call – Host calls the attendee	The attendee's phone number from the booking form
Incoming Phone call – Attendee calls the host	Your own phone number from your business card
In-person Meeting	The meeting address
In-person Meeting – Attendee provides address	The address the attendee entered while booking
Microsoft Teams, Google Meet	A meetergo link that forwards to the meeting
Zoom, WebEx, Whereby, meetergo connect, custom link, other online channels	The meeting link itself
WhatsApp	`WhatsApp:` followed by the attendee's number
Booked Resource (e.g., Room)	The name of the booked resource
Custom location without a link (e.g. Signal, FaceTime)	Its name, followed by your note for invitees

Microsoft Teams and Google Meet deliberately use a meetergo forwarding link instead of the raw Teams or Meet URL. The provider sometimes creates the real link a moment after the booking, and the forwarding link works immediately, so attendees never receive a dead link.

Custom Names and Notes for Invitees

Every location can have its own name and a short note for invitees. Open the location on the meeting type and fill in Name shown to invitees and Note for invitees, e.g. "Add me on Signal: +49 170 1234567". Both show on the booking page and the confirmation page.

For apps without a meeting link, such as Signal, Proton Meet or FaceTime, add a Custom location and give it only a name and a note. The Venue variable and the calendar entry then show both, e.g. "Signal · Add me on Signal: +49 170 1234567".

Example Usage

Hi {!M.Guest.Firstname},

Your appointment with {!M.Host.Fullname} is confirmed.

Date: {!M.Meeting.StartDate}
Time: {!M.Meeting.StartTime}
Location: {!M.Meeting.Venue}

See you soon!

Which Phone Number Appears?

This is the most common source of confusion, because both phone channels are simply called Phone Call in emails and calendar entries. Only the small subtitle in the channel picker tells them apart:

Phone call (Host calls the attendee) – the venue is the attendee's number, so you know who to call.
Incoming Phone call (Attendee calls the host) – the venue is your number, so the attendee knows where to call.

{!M.Meeting.Channel} renders "Phone Call" for both, so if the wrong number shows up, check which of the two channels the booking actually used rather than the wording in the email.

Your own number for incoming calls is taken from the contact details on your business card (personal page), not from the phone field of the person booking.

The Venue Is Empty

The venue is left blank when the underlying value does not exist. Match your channel to the cause:

Channel	The venue is empty when
Phone call (you call the attendee)	Your booking form has no phone field, or the field was optional and left blank
Incoming Phone call	No phone number is saved on your business card
In-person Meeting	No address is set on the meeting type, or the attendee left the address field blank
Zoom, WebEx, Whereby and other online channels	No meeting link was created, usually because the connection to that provider needs to be reauthorized

Microsoft Teams, Google Meet and meetergo connect are never empty, because their link is generated by meetergo itself.

Variable	Description
`{!M.Meeting.Venue}`	The relevant location: link, phone number, address, or resource name
`{!M.Meeting.Channel}`	The channel name (e.g. "Microsoft Teams", "Phone Call")
`{!M.Meeting.Location}`	The address, and only for in-person meetings. Empty for every online or phone channel
`{!M.Meeting.Link}`	The online meeting link. Also returns your phone number for Incoming Phone call. Empty for in-person meetings, resources, and when you call the attendee

Use {!M.Meeting.Venue} when one template should work for every channel. Use {!M.Meeting.Link} or {!M.Meeting.Location} when online and in-person meetings need different wording.

The Venue in the Calendar Entry

The Location field of the calendar invite is preset to {!M.Meeting.Venue}, which is why the calendar entry shows the video link, the phone number, or the address depending on the channel. You can replace it with any other text or variable on the meeting type, under Communications in the Calendar invite menu item. See Change the calendar event title, location, and description.

On a group booking the venue is resolved per recipient: each attendee sees their own phone number and their own join link, not the first booker's.