Scheduling and running meetings

The Meetings tool in your workspace is where you schedule and run video calls for staff, invite external guests, and host public town halls. All video is handled in-platform. Open Meetings in the workspace sidebar to see your dashboard; child views include Overview, Scheduled, Past, and Calendar.

Scheduling a meeting

Go to Meetings and select Schedule to open the creation form. Give the meeting a title, set a scheduled start and end time, and choose a visibility level: private (invite-only), team (any workspace member can join), or open (public-code entry for external audiences).

Before the meeting, participants receive reminder notifications at configurable intervals, for example 15 minutes, 60 minutes, or 1,440 minutes (24 hours) before the start time. You can also send an explicit invitation email, and cancel an invitation if plans change.

Roles and permissions

Every participant in a meeting holds one of five roles, each with distinct permissions:

The host assigns roles when scheduling or adjusts them mid-call. A role change takes effect immediately: the participant receives a new access token scoped to the updated permissions.

Inviting external guests

Internal staff join via their workspace account. To include people outside your organization, use Invite external from the meeting detail page. Each invitee receives an email containing a unique invite link backed by a secure access token. When they click the link they enter a display name and are admitted as an attendee.

Tokens expire at the end of the meeting (plus a short grace window), so old links cannot be reused. For open meetings you can also share the public code, which lets anyone with it join without a personal invitation.

Host controls during a call

While a call is in progress, the host controls panel gives you live tools to manage participants:

• Mute any participant.
• Remove a participant from the call entirely.
• Change a participant's role (for example, promote a viewer to speaker).

Use these to keep the call on track without interrupting the conversation.

Large-group controls

Floor control is an explicit whose-turn-to-speak mechanism. The host grants and revokes the floor, preventing crosstalk in larger calls where multiple people want to speak.

The Q&A panel lets attendees submit questions during the call. Other attendees can upvote questions they want addressed. The host sees the full queue and works through it in any order, keeping the discussion focused on what the audience actually wants to know.

A town hall is a meeting kind built for larger audiences. It adds three things on top of a standard meeting:

• Public and member RSVP. Members RSVP through their platform account; members of the public RSVP via the public-code page. The organizer sees an RSVP count on the meeting detail.
• Presenter-spotlight layout. Viewers see the active presenter in a full-screen spotlight rather than a participant grid. Hosts and co-hosts retain the grid view.
• Recordings. When the call ends, the recording syncs automatically into the platform. Participants who missed the live session can watch the replay from the meeting detail page.

Schedule a town hall the same way as any other meeting: select Town hall as the meeting kind on the schedule form.

Why this matters

Keeping video calls inside your workspace means your staff directory, your CRM segments, and your meeting history all live in one place. You can invite a segment of contacts directly, track who joined, and share the recording, all without stitching together a separate conferencing tool, an email list, and a shared drive.