Google Meet Integration

An IT administrator creates OAuth 2.0 credentials in the Google Cloud Console once, then enters those credentials in the academic management system's integration settings. The system uses those credentials to generate Meet links and calendar invites on behalf of the institution going forward. Faculty and coordinators do not interact with the OAuth layer, meeting creation happens automatically when timetable sessions are created. The configuration process takes approximately one afternoon for a typical deployment.

Recordings store in Google Drive under a course-level folder governed by your institution's Drive access controls. The recording link appears in the student portal alongside other course materials for the relevant session. Access is scoped to enrolled students and the course instructor. When a faculty member departs and their account is suspended, recordings remain accessible through the course folder under institutional ownership. They are not tied to the individual's personal Drive.

When a session is rescheduled in the timetable, the Google Calendar invite updates automatically for all enrolled students with the new time. The Meet link remains unchanged, students do not need to look for a new link. When a session is cancelled, the calendar invite is withdrawn and the student portal entry is updated. No manual notification step is required from faculty or coordinators.

The standard integration generates Google Meet links suitable for class sessions up to the participant limits of your Google Workspace license. For large-format events exceeding standard Meet capacity (such as institution-wide orientations or public webinars) Google Meet Webinars requires a separate license tier from Google. The timetable-to-meeting integration works within whichever Meet license tier your institution holds. Confirm your Workspace license level with your Google administrator before scheduling sessions above 100 participants.

After a session concludes, Google Meet provides join and leave timestamp data through its API. The integration reads that data and writes attendance records to the student information system, typically within 15 to 30 minutes of the session ending. A student's attendance status is calculated from their join time relative to session start and their leave time relative to session end, using thresholds configured by your institution. The resulting record appears in the same attendance module used for in-person class sessions, giving coordinators a unified view across delivery formats.