Share a Meeting: Guest Link, Staff Link and Passcode
Share opens a dialog with the guest link, staff room link, passcode, a copy-all invitation and a New passcode button.
For School administrators, HR managers. Updated 2026-10-09.
Overview
On the Meetings list, hosts and managers see a Share button on scheduled or live meetings (and the dialog opens automatically right after scheduling).
The Share this meeting dialog shows the meeting title, time, length and type; "Link for guests (outside the school)" which looks like its own link and appears only when guests are allowed; "Link for invited staff" which is its own link; the Passcode (labelled "for guests" when guests are allowed); and the list of invited staff.
Copy the full invitation produces a ready-to-paste text with title, time, join link and passcode for WhatsApp, email or SMS. New passcode generates a fresh 6-character code after you confirm "Create a new passcode?"; the old code stops working immediately and everyone must receive the new one.
A signed-in invited staff member who opens the guest link is sent to the real room. Only the host or an Admin/HR manager can see the passcode and invitee list. A passcode can only be regenerated on a meeting that is SCHEDULED or LIVE.
Before you start
- You are the host, an Admin or an HR Manager
- The meeting is scheduled or live
Steps
- Open Meetings
- On the meeting, select Share
- Choose Copy the full invitation, or copy the guest link, staff link and passcode individually
- To invalidate a leaked passcode, select New passcode and confirm
- Send the updated invitation
Common problems
The dialog has no guest link
Outside guests are not allowed on this meeting. Edit the meeting (while still scheduled) and switch on Let outside guests join.
Guest says the link is not valid
The link is invalid if the meeting was cancelled, guests are not allowed, or the code was mistyped. Copy it again from the Share dialog.
There is no passcode shown
The meeting was set up without a passcode. Edit it and switch on Protect with a passcode, or use New passcode, which turns the passcode requirement on.
I cannot see Share
Share shows only to the host or an Admin/HR manager, and not once the meeting has ended or been cancelled.