Google Meet: Office Hours

Overview

Faculty, staff, and student assistants can use Google Meet to set their recurring office hours or schedule appointments. See the options below to know which best fits your needs.

Instructions

Option 1: Individual Appointment Slots with Pre-Meeting Questions. Best for 1-on-1 consultations where staff need context before the meeting.

Appointment Setup Instructions:

  1. Open Google Calendar and click Create > Appointment schedule.

  2. Set the duration, availability, and scheduling window.

  3. Add co-hosts who will receive a calendar invite for each appointment.

  4. Under Location and videoconferencing, select Google Meet video conferencing (generates a unique link per booking).

  5. Under Booking form, add custom fields (e.g., "What topic or question would you like to discuss?", "What is your phone number?").

  6. Save the schedule and copy the booking page link to share with students.

Booking Instructions:

  1. Open the booking link.

  2. Select an available time slot, fill out the required questions, and click Book.

  3. Check your email or Google Calendar for the unique Google Meet link.

Option 2: Semester-Long Office Hours with Student Co-Hosts. Best for recurring, collaborative group office hours managed under a single main meeting. (Staff setup required)

Staff Setup Instructions for creating one office hours meeting link:

  1. Create an event in Google Calendar on a day after the semester is over (day/time does not matter) and add a Google Meet link.

  2. Add the student assistant(s) who will be your co-hosts as guests to the event.

  3. Click the Video call options (gear icon next to the Meet link).

  4. Under Host controls, make sure Host management is turned ON.

  5. Set Meeting access to Restricted (requires everyone, including internal staff/students, to ask to join unless explicitly invited or designated as a co-host).

    1. Additionally, check Anyone can ask to join, including people who dial in

    2. (Optional) Select all participants as moderated contributors to restrict joined users from sharing their screen, audio, or video, or from joining the chat.

  6. Under Guests, add student assistant(s) as Co-hosts.

  7. (optional) Set up Breakout Rooms and assign student assistant(s).

Note: This meeting link can be shared up to 6 months before it becomes invalid. It is best practice to create a new event/link for each semester.

Student Instructions:

  • For Student Co-Hosts: Share the meeting link with posted office hours on your website or email signature. Log into Google Meet with your institutional account and join the link. Because staff pre-assigned your co-host role, you can start the meeting, admit waiting peers, and use host controls. You can help manage breakout rooms or facilitate discussions.

  • For General Students: Click the shared Meet link and wait in the green room until a student co-host admits you.

Need Help?

Need additional information or assistance? Contact CTS.

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