How to Schedule Calls on WhatsApp: Step-by-Step Guide 2025

The shift to virtual workspaces, accelerated by the global pandemic, has reshaped how professionals and individuals connect. WhatsApp, a staple messaging app with over 2 billion users, introduced its "Events" feature to streamline virtual meeting coordination. This functionality allows users to schedule group calls directly within the app, eliminating the need for external platforms like Microsoft Teams, Google Meet, or Zoom. Launched in August 2024, this feature has become a game-changer for seamless communication. This SEO-optimized guide provides detailed steps to schedule calls on WhatsApp, along with tips for using the "Call Link" feature for individual contacts, optimized for trending keywords like "WhatsApp call scheduling 2025" and "virtual meeting guide."

Why Schedule Calls on WhatsApp?

Scheduling calls on WhatsApp simplifies the process of organizing virtual meetings, saving time and reducing the hassle of managing multiple apps. The "Events" feature is particularly useful for group settings, such as team meetings, family gatherings, or community events, as it sends automatic reminders to participants. Unlike traditional scheduling tools, WhatsApp’s end-to-end encryption ensures secure communication, making it ideal for both personal and professional use. The app’s cross-platform compatibility (Android, iOS, Web, Mac, and Windows) further enhances its accessibility, catering to diverse user needs in 2025’s hybrid work environment.

Step-by-Step Guide to Schedule Group Calls

The "Events" feature makes scheduling group calls intuitive and efficient. Follow these steps to set up a call:

Step 1: Open WhatsApp - Launch the WhatsApp app on your Android, iOS, or desktop device. Ensure you’re using the latest version to access the Events feature, available since the August 2024 update.

Step 2: Navigate to the Group - Go to the group chat where you want to schedule the call. This feature is exclusive to group chats, supporting up to 256 participants.

Step 3: Access the Events Option - Tap the paperclip icon in the message bar at the bottom of the chat. From the menu, select “Event” to start creating your call schedule.

Step 4: Create the Event - Choose “Create Event,” then enter the event name (e.g., “Weekly Team Sync”), and set the date and time. You can also add a description, end time, or location details for clarity.

Step 5: Enable Call Link (Optional) - Toggle on the option to host the meeting via a call link if you want to allow external participants. Tap the “Send” icon to share the event with the group. All members will receive a notification with a reminder before the call starts.

This streamlined process eliminates the need to create external meeting links, saving time and ensuring all group members are informed. The event appears in the group chat and WhatsApp’s Calls tab, making it easy to track upcoming calls.

Using Call Link for Individual Contacts

While the Events feature is limited to group chats, WhatsApp’s “Call Link” feature allows scheduling calls with individual contacts. Here’s how to use it:

Step 1: Access the Calls Tab - Open WhatsApp and navigate to the Calls tab at the bottom of the app.

Step 2: Create a Call Link - Tap the “+” button and select “Create Call Link.” Choose between a voice or video call.

Step 3: Share the Link - Share the generated link via WhatsApp, email, or another messaging app with the contact you want to call. You can also add the link to your calendar for a reminder.

Step 4: Join the Call - At the scheduled time, tap the link to join the call. The recipient will receive a notification when you start the call.

The Call Link feature is ideal for one-on-one meetings or small groups outside your WhatsApp contacts, offering flexibility and end-to-end encryption for secure communication.

Additional Features for Enhanced Meetings

WhatsApp’s Events feature offers more than just scheduling. Users can add a detailed event description, specify an end time, and include a location (virtual or physical) to provide context. For example, you can note “Quarterly Sales Review” with a description like “Discuss Q3 performance metrics.” The screen-sharing feature, available on all platforms, enhances presentations by allowing you to share documents, slides, or apps in real-time. Additionally, in-call tools like “Raise Hand” and emoji reactions, introduced in August 2025, make group calls more interactive, especially for large meetings.

Tips for Effective Call Scheduling

To maximize WhatsApp’s scheduling features, consider these tips:

Clear Event Names - Use descriptive names like “Project Kickoff” to avoid confusion.

Add Descriptions - Include agendas or objectives in the event description to set expectations.

Use Reminders - Leverage WhatsApp’s automatic reminders to ensure participants join on time.

Test Screen Sharing - Practice sharing your screen before important meetings to ensure smooth execution.

These practices enhance efficiency, particularly for professionals managing remote teams or coordinating across time zones.

Cross-Platform Compatibility and Accessibility

WhatsApp’s Events and Call Link features are available on Android, iOS, Web, Mac, and Windows, ensuring broad accessibility. The app’s lightweight design and optimized interface make it fast-loading and mobile-responsive, ideal for users on the go. Whether you’re using a budget Android device or a high-end iPhone 17 Pro, the experience remains consistent. The features are free to use, with no subscription required, making WhatsApp a cost-effective alternative to premium conferencing tools.

Security and Privacy Considerations

All scheduled calls on WhatsApp are protected by end-to-end encryption, ensuring that conversations remain private. The Call Link feature notifies the creator when someone joins, adding an extra layer of security. For businesses, WhatsApp Business API integration offers additional tools for managing large-scale events, though standard users can rely on the app’s built-in features for secure and reliable communication.