Learn how to schedule, manage, and sync meetings on Upwork. Get tips for scheduling later, rescheduling, inviting others, and syncing your Google or Outlook calendar.
How do I schedule a meeting for later on Upwork?
You can schedule a meeting with anyone you've already messaged on Upwork.
- Go to Upwork Messages. Head to the Messages tab and open the conversation with the person you'd like to meet with
- Press the calendar icon. It's at the top of the page (desktop) or in the three-dot menu (app). The meeting scheduler will open
- Select your available time slots and meeting length. Choose one or more times that work for you. If your calendar is synced with Upwork, your availability will update automatically to avoid conflicts. Set the meeting’s length. Note: We adjust for time zones, so each person sees the suggested times in their local time.
- Add context (optional but helpful). You can include a brief message to let the other person know what you'd like to discuss
- Send the invite. The other person will be notified, receive the meeting link, and can accept or suggest a different time
What happens after the person I invited accepts the invite?
- You’ll get a confirmation message
- The meeting appears in your Upwork Messages thread
- If your calendar is synced, it’s automatically added there too
Now you’re ready! At the scheduled time, just return to the thread in Upwork Messages and click to join the call — no separate links or logins required.
Pro tip: To get message and email alerts about new meetings and consultations, go to Settings > Notifications to make sure your notifications are turned on. You can also manage your message notifications in Upwork Messages by selecting Message settings in the options (...) menu.
How do I reschedule or cancel a meeting?
Once a meeting is scheduled, it stays in your Messages thread with built-in options to manage it. To make a change:
- Go to Upwork Messages and find the message about the meeting
- Select Reschedule or Cancel. You’ll have the option to include a reason (this helps keep communication clear and collaborative), but it’s not required
- Follow the prompts to confirm your update
- We’ll notify the invitee(s) of the change
Can I invite someone who’s not in a message thread to a meeting?
Not during scheduling. Only the people in the message thread can be invited when you first set up a meeting.
If you need to include someone else, like a colleague, you may be able to share the meeting link after it's scheduled. Just keep in mind: access and functionality may be limited for users who aren’t part of the original conversation.
How do I sync my calendar with Upwork?
Syncing your Google or Outlook calendar with Upwork can simplify scheduling, prevent double-bookings, and add visibility so you don’t miss a meeting. You can sync a calendar even if you don’t plan to schedule a meeting right away.
Note: Apple iCal is not supported. We support custom domains on cloud-based Google and Office 365.
- Go to Upwork Messages
- Pick any conversation thread and click the calendar icon at the top
- This opens the meeting scheduler. On that pop-up, select Manage calendars
- You'll be prompted to sign into your Microsoft or Google account so that we can sync with it
Note: Once you’ve integrated your calendar, it is applied to all of your active conversations. You do not need to re-sync to schedule meetings and show your availability in different conversations.