Running a town hall

A town hall is how you reach a large member or public audience at once — an update, a public Q&A, a candidate forum. This article covers the organizer side end to end; for what your audience sees when they join, see Joining a town hall.

Scheduling a town hall

Open Meetings in the workspace sidebar and select Schedule. Under Kind, choose Town hall. For the full large-audience experience — a presenter-spotlight view for attendees, plus Q&A, floor control, and auto-mute — also set Meeting Type to Webinar; the webinar-specific settings only appear once Webinar is selected.

Everything else on the form works the same as any other meeting: title, date and time, visibility, and the access and security options covered in Meeting scheduling: access and security options. Set visibility to Open if members of the public (not just your workspace) should be able to join with the public link.

Inviting your audience

From a meeting's detail page, open the invite menu and choose Invite by Segment. You can invite by member group (All Members, Admins, Organizers) or by any contact segment from your CRM — select one or more, choose the role to invite them as (Attendee, Viewer, or Speaker), and send. Platform members get an in-app notification; contacts without a platform account get an email invitation. Duplicate invitations to someone already invited are automatically skipped, and the dialog shows an estimated total before you send.

This is the fastest way to reach "everyone in District 4" or "every donor over $100" for a town hall without exporting a list first.

Tracking RSVPs

Once people start responding, the meeting's detail page shows an RSVPs summary with a live count of how many people are going, maybe, and declined. This is a count, not an attendee list — it's meant to help you gauge turnout ahead of time, not to check someone in at the door.

During the call

Hosts and co-hosts see the regular participant grid; everyone else sees the presenter-spotlight view, with the active presenter full-screen instead of a grid of faces. Attendees can submit questions through the Q&A panel and upvote others' questions, and the host works through the queue. See Scheduling and running meetings for host controls, floor control, and Q&A in detail — they work the same way in a town hall as in any other meeting.

Sharing the replay

After the call ends, the recording syncs into the platform automatically — there's no manual upload step. Once it's ready, a Watch the replay link appears on the meeting's detail page, along with the recording's length. If a creator or admin needs to remove a recording, a delete option appears next to it.

Why this matters

A town hall works when the people who should be there actually show up, and the people who couldn't make it don't lose access to what was said. Segment invitations mean your audience is your live CRM, not a spreadsheet you exported once and forgot about, and the automatic replay means missing the live session doesn't mean missing the content.