SHARE-ME GUIDE
Steps for Sharing a Digital Business Card in an Online Meeting | Script for Chat Sharing and Confirmation
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When sharing a business card in an online meeting, don't just show it to the camera; also provide a link to information the recipient can check later. Send the public profile page to the chat and briefly confirm that it reached the right person. This makes it easier to move from introductions to the main topic.
This article summarizes pre-meeting preparation, sharing via chat, confirming receipt, and switching to an alternative if sharing is not possible in a meeting flow card. The explanation of meeting tools is limited to the official guide for the desktop version of Google Meet. We have not tested the operations or devices. All scripts are fictional meeting flow examples and do not represent actual business meetings or results.
Before starting, confirm the public page and recipients
What you need to prepare is the URL of the public profile you will share with the recipient. Be careful not to confuse the login screen, the editing screen, and the service's top page. Being able to open the editing screen is different from the recipient being able to open the public page, so please check it from the recipient's perspective.
This article does not include actual profile URLs of customers or employees. The [Confirmed Public Profile URL] in the script is a placeholder. Do not send it as is; prepare your own URL and check that the name, affiliation, and contact information are correct when you open it before using it.
Pre-meeting preparation card
- Your public profile URL: [ ]
- Checking the page for the recipient: [Date of confirmation / Displayed name and affiliation]
- Main information you want them to see: [Business introduction / Achievements / Contact point, etc. - choose one]
- Meeting host and participants: [Who you plan to share it with]
- Chat usage conditions: [Sending/receiving to external participants / Recipients]
- Alternative if it cannot be used: [Email already agreed upon, etc.]
- Need to send later: [Confirm during the conversation]
Rather than adding more information to the profile, decide what the recipient needs to check this time. If it is unclear what they can consult about, review the priority of profile information and links.
If you plan to display a QR code on the screen, be aware that the recipient participating on the same screen may not be able to scan it. Do not assume they have another device ready, and keep options to open the URL and receive it after the meeting if necessary.
Check the chat recipients and guest conditions in Google Meet
According to the official Google Meet guide, the basic procedure on a computer is to join the meeting, open the chat icon in the bottom right, enter text, and send it. Messages during the meeting are not intended to be sent to an individual recipient only, but are expected to be displayed to all meeting participants. For meetings with chat history enabled, it is stated that messages will be displayed even if internal guests included in the calendar invitation are not participating.
Even in meetings with chat history enabled, external guests are stated not to be able to see the conversation history before joining or after the meeting ends. Since external guests may not be able to send messages depending on the organization's settings, do not assume they have rejected the message just because there is no reply. For details, please check the official Google Meet chat guide.
Do not apply this sending procedure or history conditions directly to other meeting tools. Check the service used by the host and the participation conditions, and if you do not know the extent of what external participants can see, consult the host before the meeting.
Meeting flow script from introductions to confirming receipt
The following is a fictional example intended for one-on-one or small-group initial meetings. Please adjust it to your role and the meeting flow. As a basic rule, do not make sending the URL a condition for asking the recipient for their business card or personal contact information.
1. Verbally state what you will send
"Hello, I am [Name], and I will be discussing [Topic] today. May I send a profile to this chat that summarizes our company introduction and contact information?"
If the recipient is in charge of the meeting flow, first confirm the timing for sharing. If they say "at the end as a summary," do not send it at the beginning, but wait for that point.
2. Combine the URL and its purpose in one message
"This is the profile for [Company Name / Name]. You can check [Business introduction / Contact point].
[Confirmed Public Profile URL]
You do not need to open it right away."
Rather than just leaving the URL, add whose information it is and what can be seen. Before sending multiple document URLs in a row, first guide them to a single entry point. Do not mix unreleased project information or personal information in the general chat.
3. Briefly confirm receipt and return to the main topic
"Is it displayed in the chat? If it is difficult to see, I will send it another way later, so let's continue with the conversation first."
Only if the recipient wants to check it now, provide supplementary information based on what you have confirmed the display shows, such as "If the page displaying my name opens, my contact information is below it." Do not operate the recipient's device or demand that they save it.
4. If you need the recipient's information, let them choose the method
"If it is convenient for you, may I use the email address used in this invitation for future communication? If you prefer another contact point, please let me know."
If there is already a communication channel, there is no need to request a new registration just to match the business card exchange format. If the recipient wishes, receive their public profile; otherwise, use the agreed contact point.
Switch based on the cause if it does not arrive or cannot be opened
If chat itself cannot be used
Confirm the existing communication channel by saying, "It seems chat is difficult to use in this meeting, so let's share the business card later. May I send it by replying to today's invitation email?" This option prioritizes the main topic of the meeting over repeatedly changing the meeting settings on the spot.
If the message is visible but the page cannot be opened
Distinguish between a URL error, the wrong sharing destination, the recipient's viewing environment, etc. Do not make a definitive judgment on the spot, and check your own sent content. Do not blame the recipient's environment by saying "It must be a company restriction," or ask them to disable security settings.
The alternative should be "I will check the link and send it using the method you permit." Shortening the link does not necessarily solve the problem. If the recipient does not want to check it, do not repeatedly resend it and end the sharing.
In case of joining late or participating via smartphone
For those who join halfway, check if they can see the information sent earlier, and resend it after they join if necessary. If the same information is being posted repeatedly to other participants, add a brief note such as "Reposting for those who joined late."
If participating via smartphone during the meeting, switching screens to open the page may interrupt the conversation. Please give them the option by saying, "Do not open it now, and I will send it after the meeting if necessary." Do not assume that because you displayed a QR code it was scanned, or because you sent a URL it was saved.
After the meeting, leave only the need for resending and the communication method
Before the meeting ends, confirm the necessary documents and contact information. Receiving the profile and requesting sales emails or regular updates are separate. Do not expand the agreement to share information into consent for additional communication.
Short record of the sharing result
- Shared information: [Personal profile / Documents, etc.]
- What was confirmed with the recipient: [Display confirmed / Unconfirmed / Confirmation not required]
- Resend: [Necessary / Unnecessary / Undecided]
- Agreed destination and purpose: [ ]
- My next task: [URL to check / Documents to send / Deadline]
This is an operational plan to use as a record of approved items on hand, not an explanation of an automatic recording function. Separate the conversation content into the memo template after exchanging business cards, and limit the wording of the resend email to the agreed purpose in the thank-you email guide.
Official information used as reference
- Share-Me Features and Usage Guide: Guide to profile and QR sharing.
- How to use Chat in Google Meet: Chat procedures and external participant restrictions.
Date of confirmation: November 1, 2026. Receipt of actual profile URLs, guest participation in meetings, and QR scanning have not been tested. Please confirm in advance with the public URL of the person using it and the meeting environment.
With Share-Me, you can share your profile and QR code
Share-Me states that you can add websites and social media to your profile, and download the QR code of your profile to use in documents, etc. Online, check your public page and provide the URL, and if you also include a QR code, match it to the recipient's participation environment.
This does not indicate a feature that can bypass meeting tool guest restrictions or a feature that automatically completes the business card exchange. Check Share-Me's features and usage, and prepare the profile to share