How to Switch from Google Meet to Jitsi Meet

Why Switch from Google Meet to Jitsi Meet?

In an era where digital privacy is increasingly scrutinized, many individuals and organizations are re-evaluating their reliance on corporate communication tools. Google Meet, while convenient and deeply integrated into the Google ecosystem, is part of a larger service that collects user data for various purposes, including advertising and service improvement. For those concerned about data privacy, vendor lock-in, or the implications of proprietary software, Google Meet’s model can be a point of contention.

Jitsi Meet offers a compelling open-source alternative. It prioritizes user privacy, providing a free, encrypted video conferencing solution that doesn’t require an account to participate in meetings. Its open-source nature means its code is transparent and auditable, fostering trust and allowing for community contributions. You can use it via public instances (like meet.jitsi.si) or even self-host it for complete control over your data and infrastructure.

The core appeal of Jitsi Meet lies in its commitment to freedom and privacy. It’s designed to be user-friendly while offering robust features like screen sharing, text chat, raised hand, and advanced moderation tools. By switching to Jitsi Meet, you’re not just changing a tool; you’re embracing a philosophy of open, secure, and user-controlled communication.

Before You Begin

Before diving into the migration process, take a moment to prepare:

1. Choose Your Jitsi Instance: Decide whether you’ll use the official public server meet.jitsi.si or another public instance. For most users, meet.jitsi.si is an excellent, reliable, and free choice that requires no setup. If you’re considering self-hosting for maximum control, understand that it involves technical expertise and server resources. This guide focuses on using public instances.
2. Browser Compatibility: Ensure you’re using a modern web browser. Jitsi Meet works best on Google Chrome, Mozilla Firefox, Microsoft Edge, and Safari. Update your browser to the latest version for optimal performance and security.
3. Hardware Check: Verify that your microphone and webcam are functioning correctly. It’s a good idea to test them before your first Jitsi meeting.
4. Google Account Access (Optional): While you’re moving away from Google Meet, you’ll still need access to your Google Calendar to update existing meeting schedules that currently point to Google Meet.

Step-by-Step Migration

Here’s a detailed walkthrough to help you transition your meeting workflow from Google Meet to Jitsi Meet.

Step 1: Understand Jitsi Meet Options

As mentioned in the prerequisites, Jitsi Meet offers flexibility.

• Public Instances (e.g., meet.jitsi.si): These are free, hosted servers managed by Jitsi or other organizations. They are incredibly easy to use – just open your browser, go to the URL, and start a meeting. No account is required, and data is generally not stored. This is the recommended starting point for most users.
• Self-Hosting: If you have the technical skills, you can install Jitsi Meet on your own server. This gives you complete control over your data, customizations, and user management. This option is beyond the scope of this beginner’s guide but is valuable for organizations with strict data sovereignty requirements.

For the rest of this guide, we’ll assume you’re using a public instance like meet.jitsi.si.

Step 2: Create and Share Your First Jitsi Meeting

Let’s get hands-on and create your inaugural Jitsi meeting.

1. Navigate to Jitsi Meet: Open your web browser and go to https://meet.jitsi.si.
   • Screenshot Placeholder: Jitsi Meet homepage with “Start a new meeting” input field.
2. Name Your Meeting: In the input field, type a memorable and unique name for your meeting room (e.g., MyTeamWeeklySync, ProjectXBrainstorm). Press Enter or click “Start meeting”.
   • Screenshot Placeholder: Jitsi Meet homepage with meeting name entered.
3. Enter the Meeting: You’ll be directed into your new virtual meeting room. Your browser will likely prompt you to allow access to your microphone and camera. Click ‘Allow’.
   • Screenshot Placeholder: Jitsi Meet room with camera/mic prompt.
4. Share the Link: To invite participants, click the ‘i’ (Information) icon in the bottom right corner of the screen. Then click ‘Copy Meeting Link’.
   • Screenshot Placeholder: Jitsi Meet room with ‘i’ icon highlighted and ‘Copy Meeting Link’ option.
5. Add Security (Recommended): Click the shield icon in the bottom right. Here, you can ‘Add password’ to your room or ‘Enable Lobby’. A password ensures only those with the key can enter, while a lobby allows you to approve participants one by one.
   • Screenshot Placeholder: Jitsi Meet room with shield icon highlighted and security options shown.

Step 3: Integrate Jitsi Meet with Your Calendar

Now that you know how to create a Jitsi meeting, you need to integrate it into your scheduling workflow.

1. Modify Existing Google Calendar Events:
   • Open your Google Calendar and locate a recurring or upcoming meeting that currently uses Google Meet.
   • Click on the event to open its details, then click the ‘Edit event’ (pencil icon) button.
   • In the event details, find the ‘Add Google Meet video conferencing’ section. Click the ‘X’ next to the Google Meet link to remove it.
   • In the ‘Description’ field, paste the Jitsi Meet URL you generated earlier (e.g., https://meet.jitsi.si/YourTeamMeeting). You can also add instructions for participants if needed.
   • Click ‘Save’. If it’s a recurring event, choose whether to apply changes to ‘This event’, ‘This and following events’, or ‘All events’.
   • Screenshot Placeholder: Google Calendar event edit screen, showing removal of Google Meet link and pasting of Jitsi link.
2. Create New Calendar Events:
   • When creating a new event in Google Calendar (or any other calendar service), simply paste your Jitsi Meet URL into the ‘Description’ or ‘Location’ field. There’s no special Jitsi button within Google Calendar, but browser extensions can help.
   • Screenshot Placeholder: Google Calendar new event screen with Jitsi link in description.
3. Use Browser Extensions (Optional): Search your browser’s extension store for “Jitsi Meet for Google Calendar.” These extensions often add a button directly into Google Calendar’s event creation interface, allowing you to generate and insert a Jitsi Meet link with a single click.

Step 4: Inform Your Meeting Participants

Communication is key for a smooth transition.

1. Send an Announcement: Draft a clear, concise email or message to all regular meeting attendees.
   • Explain that you are switching from Google Meet to Jitsi Meet.
   • Briefly state the reason (e.g., privacy, open source).
   • Provide the new Jitsi Meet link(s) for upcoming meetings.
   • Offer simple instructions: “Just click the link! No account or special software is required. Please allow your browser to access your camera and microphone.”
   • Suggest a test meeting for those unfamiliar with Jitsi.
2. Update Meeting Invites: Ensure all new and updated calendar invites clearly state that the meeting will be held on Jitsi Meet.

Updating Your Meeting Schedule and Contacts

Direct “importing” of data from Google Meet to Jitsi Meet isn’t really applicable in the traditional sense, as Jitsi Meet is primarily a meeting platform, not a contact manager or file storage service. The migration is more about updating your workflow.

1. Updating Your Meeting Schedule:

• Existing Recurring Meetings: The most crucial “data” to migrate are your recurring meeting schedules. Follow Step 3 to edit all your existing Google Calendar events (or events in your chosen calendar application) that currently use Google Meet links. Replace them with your newly created Jitsi Meet links.
• One-Off Meetings: For future one-off meetings, simply create new calendar events and populate them with Jitsi Meet links.

2. Managing Contacts:

Jitsi Meet doesn’t have a built-in contact list feature. Your contacts will remain in your existing address book (e.g., Google Contacts, Outlook Contacts, CRM). You will simply share the Jitsi Meet links with your contacts as you would any other meeting link.

3. Meeting Recordings and Files:

• Google Meet Recordings: If you used Google Meet’s recording feature, your past recordings are stored in Google Drive. Ensure you download and archive any important recordings before you fully deprecate Google Meet, as continued access may depend on your Google Workspace subscription.
• Jitsi Meet Recording: Public Jitsi Meet instances like meet.jitsi.si typically do not offer integrated cloud recording due to privacy and resource constraints. Some self-hosted instances might. As an alternative, you can use local screen recording software (e.g., OBS Studio) to record your Jitsi Meet sessions directly on your computer.

Tips for a Smooth Transition

• Run a Test Meeting: Before your first official Jitsi meeting, schedule a short internal test meeting with a few colleagues. This helps identify and iron out any technical glitches and familiarizes everyone with the new interface.
• Communicate Early and Often: Keep your participants informed about the change. Provide simple guides or FAQs if necessary. Patience is key, as some users may be resistant to change.
• Use Strong Room Names and Passwords: Always choose unique and non-obvious room names. For private or sensitive meetings, always set a password or enable the lobby feature to prevent unauthorized access.
• Explore Moderation Tools: Jitsi Meet offers robust moderation features, including muting participants, kicking participants, enabling a lobby, and locking the room. Familiarize yourself with these controls (available via the “Manage Participants” panel or security shield icon) to maintain control over your meetings.
• Be Patient: Learning a new tool takes time. Be prepared for a few hiccups during the initial transition phase and be supportive of participants who might need extra help.

What You Might Miss (And Alternatives)

While Jitsi Meet is a powerful alternative, there are a few features that Google Meet (especially its paid tiers) offers that Jitsi Meet either handles differently or doesn’t have natively.

• Tight Google Workspace Integration: Google Meet’s seamless integration with Gmail, Calendar, Drive, and other Google services is a convenience.
  • Alternative: For calendar integration, use browser extensions (as described in Step 3) or simply copy-paste links into your preferred calendar. File sharing can be done via separate services (e.g., Nextcloud, Dropbox, shared drives) with links pasted into Jitsi’s chat.
• Built-in Cloud Recording: Google Meet’s cloud recording directly to Google Drive is a premium feature.
  • Alternative: Use local screen recording software like OBS Studio for Windows/macOS/Linux, or QuickTime Player for macOS. Some self-hosted Jitsi instances might offer cloud recording if configured with Jibri/Jigasi.
• Live Transcription/Captioning: Google Meet provides excellent live captions and sometimes transcripts.
  • Alternative: Jitsi Meet has a text chat for communication, but no built-in live transcription. Third-party browser extensions or dedicated accessibility tools might offer this functionality, but it’s not native.
• Advanced Polls, Q&A, and Breakout Rooms: While Jitsi Meet has basic features like “raise hand” and some community plugins for polls, it might not offer the same depth of interactive features as Google Meet’s enterprise solutions.
  • Alternative: Use external polling tools (e.g., Slido, Mentimeter) and share results via screen share or chat. Breakout rooms can sometimes be simulated by creating separate Jitsi rooms and instructing participants to move between them, though this requires manual coordination.

Conclusion

Switching from Google Meet to Jitsi Meet is a conscious choice towards greater privacy, transparency, and control over your communication tools. While it requires a slight adjustment in workflow, the benefits of using an open-source, privacy-focused platform are significant. By following this guide, you can confidently transition your meetings, empower your participants, and embrace a more secure way to connect online. Welcome to the world of Jitsi Meet!