Video Meetings: working virtually with ease

Camilla Hahn
2 minute read
A therapist having an online call with a patient

Some users have been emailing me with questions about how to use the Video Meetings app and turn appointments into e-consultations. This is a really simple feature to use in the EasyPractice system so this blog post is here to ensure that you have the basic steps laid out and you’re ready to go.

Here is a guide to show you just how easy it is to use the Video Meetings app in EasyPractice. Unlike other systems, you can choose which platform with which to host your video meetings. This means that whether you prefer Whereby, Zoom or another platform, it will work with no extra hassle in your EasyPractice account.

It really is easy!

How to set up Video Meetings:

Step 1: First, when logged into your account, go to Apps -> Video Meetings, and click ‘Activate’.

Step 2: The system will guide you through the set up. It will ask you to select a system. I recommend using Whereby because it’s very simple to use, it looks professional, you can have up to 4 people in a meeting at no cost, and you can use the same link each time so you only have to input it once.

If you’re worried about others joining the consultation at the wrong time because they have your meeting link, this will not happen because you have control over who you admit to a meeting. Nobody can join without your permission.

Step 3: To set up Whereby, go to and create an account. You can choose a name like ‘yourpractice-yourname’ and then copy and paste the link it gives you into the EasyPractice field when prompted:

How to set up Video Meetings

This is all you need to do to set up Video Meetings. 😄

How to use Video Meetings:

Step 1: Once you’re ready to organise an e-consultation, simply select the appointment you want to make virtual.

Step 2: Click ‘Invite to video meeting’ as in the screenshot below:

How to use Video Meetings

Your client will then receive an invitation by email with the link to your video meeting which they just need to click at the time of the meeting and any instructions you added when you set it up.

Man receiving a video meeting invitation by email

The “Video Meetings” app allows you to send your own invitations to the client before a meeting. The link to your virtual “meeting room” is included in the invitation so this way, the client just needs to click on the link and ensure they have their microphone on, and you are ready to go. Ease of use is what ensures both safety and quality. You can also send a message reminder to your clients the day before the appointment to make sure they don’t forget about it!

We at EasyPractice are here to support you with many apps and more to ensure you can be the great therapist that you are. If you have any ideas for how we can help you further, please just let us know!

In our Help Centre we have a whole section dealing with our Video Meetings app.

Do you need any further help to set this up or have any questions about EasyPractice? Just get in touch at [email protected] where we’re ready to help you with anything!

Are you ready to make the leap into your appointment scheduling? Get free access to all these tools and a lot more!

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