How to set up your calling tools

In our Getting Started guide, we recommended you provide students with a choice from at least two of: Microsoft Teams, Google Meet, Whereby, and Zoom.

Some students have a strong preference for one, so by providing multiple options you'll maximise bookings. And also have a backup if one is not working well!

Teams, Google Meet, and Whereby take seconds to set up and and are easier for students as they do not need to download anything. So we recommend adding at least one of these. However, Whereby now requires a paid account for calls longer than 30 minutes (cheaper than Zoom but we understand if you prefer to only offer Google Meet / Teams).

Under Settings > My Information, you'll be able to add the tools you wish to make available. Formatting your options correctly is important to ensure the student can connect with you. Below are details for each tool, plus some helpful tips:


Google Meet

1) Go to Google Meet. 2) Click 'New Meeting', then 'Create a meeting for later'. 3) Copy the link and add it under Settings in LanguaTalk. Remember to hit save.

Note, if you do not have a Gmail account, you should create one before following the steps above.

You will use this specific link for every call - do not create a new meeting link in Gmail every time as the student will be using the one you saved in LanguaTalk. The link should not expire as long as you create it in the way specified above, and 365 days do not pass without you using it.

Pros: 1) Students will not need to download anything. 2) For certain languages, you can see if your student would like automatic captions, allowing them to read what you say (to turn this on, click the 'cc' button during a call. Then change the language via Settings > Captions).

Cons: There is no option to download the chat messages. So, if you decide to use the chat, remind the student to select all messages and copy them somewhere before you end the call. But this is not recommended as it's difficult. A much better solution is to create a Google Doc for each student (or share a Google Drive folder where you can add multiple docs). See here for instructions on how to share a Google Doc with editing access.


Microsoft Teams

Setup:

  • You'll need a free Microsoft account. Go to Microsoft Teams (via the web or desktop app).
  • Find the option to 'Meet' and then 'Create a meeting link' (wording may vary slightly).
  • Click 'Share' or a similar option, and copy the generated meeting link.
  • Go to Settings > My Information in LanguaTalk, paste the full link and remember to save.

Pros:

  • Students can join via their browser without needing an account or downloading software.
  • Free plan allows calls up to 60 minutes.
  • Chat messages within that specific meeting link remain available after the call, which can be useful.

Cons:

  • The 60-minute limit may be insufficient for lessons longer than one hour.
  • While chat persists for that link, students may still find a dedicated Google Doc easier for organised revision.

Note: if you decide to use the chat function in Teams, the messages will remain for future calls. So, we recommend not using the chat section if you don’t want students to read messages from other lessons. You’re welcome to create separate links for each student but you will need to share these with your students directly and ask them to use it rather than the default link on LanguaTalk.


Whereby

Go to this page to sign up. Once you have created an account, select the Free Plan. You'll then be prompted to create your Room Name, e.g. Alex Languatalk. Click 'Request Permissions' to give Whereby access to your webcam/microphone. You will see your link at the top. Double click to select it and copy. Go to Settings in LanguaTalk, paste the full link under Whereby and remember to save.

Pros: 1) Easy to use 2) No download required for students 3) You can collaborate on a Google Doc from directly within the call (see below for how to do this). 4) You can also watch YouTube videos and use a whiteboard together.

Cons: Requires a paid account for calls longer than 30 minutes (cheaper than Zoom but we understand if you prefer to only offer Google Meet / Skype). When we last checked, there was no option to download the chat messages. So, if you decide to use the chat, remind the student to select all messages and copy them somewhere before you end the call. But this is not recommended as it's difficult. A much better solution is to create a Google Doc for each student (or share a Google Drive folder where you can add multiple docs). You can then write corrections in the doc and add exercises there too. This gives the student one place where they can revise everything you've covered.

Once you have created a Google Doc for your student, share the link during the trial or first lesson. To share a doc, click File > Share. Under 'Get Link', select 'Change to anyone with the link'. Make sure you change access to 'Editor' so they can also edit the doc. Then copy the link and share it with your student.

In Whereby, you can open a Google Doc within a call: click Share > Google Drive. Copy the share link from the Google Doc and you'll see it! 

As an alternative to using this feature, you can view each other whilst Google Docs (or any other tab) is open by both turning on 'Picture-in-picture' (click the button next to Settings in the top right).

If you prefer to save time, during the trial you could just use the chat, and tell them you will share a Google Doc for corrections and exercises during lessons.


Zoom

We tell students that Zoom is not recommended (unless they have a paid plan) as it recently changed free plans so that calls need to be restarted after 40 minutes. This wastes time that students pay for. So we don't expect Zoom to be chosen often anymore, unless of course the student has a paid plan and can therefore host the calls themselves.

If you have a paid Zoom plan and you make Zoom the only option in your LanguaTalk settings, the student will not be asked to choose a tool. So they won't see Zoom labelled as 'not recommended.' If you also make another tool available and they request it, when you meet for the trial, you can tell them that you have a paid Zoom account, so you recommend using that for lessons. They will see on the My Tutors tab all the options you make available for calling. Even if you prefer Zoom, making Whereby or Meet available is a good idea as unlike Zoom, there is no download required.

If you wish to make Zoom available, students will use your personal link, which will allow them to join the call even if they don't have an account. To find your link, after creating your account here, go to https://zoom.us/profile and go to 'personal meeting ID'. To reveal the full link without the stars, click the little symbol to the right of the numbers. Then copy the full link ((starting with 'https') and paste it under Settings in LanguaTalk. 

Zoom is a bit more complicated than the other options, so if you decide to use it, make sure you understand how to open the chat, share your screen and send files. Some tips:

1. Configure Zoom so every time you start a meeting it's at your Personal Meeting ID. Under settings, turn on Use Personal Meeting ID (PMI) when starting/scheduling meetings.

2. Turn on 'Waiting room' to ensure you have to accept students before they can join the call. This is important for security and will also prevent one student joining when you're talking to another.

3. Turn on 'Auto saving chats' so that you do not lose the chat history when the meeting ends and can send it to the student (most students will want to have access to their new vocab / corrections).