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, One-on-Ones, Scheduled, Past, Calendar, and Trainings.

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: only you and the members you invite see the meeting, on the web and in the app.
• team: every member of your workspace sees it and can join.
• open: every member of your workspace, plus anyone with the meeting's public code.

Only the meeting's creator or a member invited to it can make a meeting private. Guests' email addresses on the invite list are shown only to the meeting's creator and to workspace admins.

Every meeting carries its own timezone, picked on the schedule form and pre-filled with your organization's. That zone is what the meeting means: the time you typed is the time it starts there, and everyone sees it labelled with that zone rather than silently converted to their own. Day groupings across Meetings — "Today" and "Tomorrow" on the upcoming list, the day you select on the mini calendar, the agenda for that day — are measured in your organization's zone too, so a late-evening call sits under the same day heading for everyone on your team no matter where they are reading from.

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. If you reschedule, invite links keep working and fresh reminders go out for the new time.

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

Both of the controls below are webinar features: set Meeting Type to Webinar on the schedule form to get them. Each has its own switch there, and both are on by default — see Meeting scheduling: access and security options.

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. Turning the Floor Control switch off when you schedule the webinar hides the panel for that session.

The Q&A panel lets attendees submit questions during the call. Other attendees can upvote questions they want addressed, and the host works through the queue in any order, marking each question answered or dismissing it.

Questions are saved with the meeting, not held in the browser. Refreshing the page or rejoining brings the queue back exactly as it was, and someone who arrives late sees every question already asked along with its votes — so nothing is lost when a presenter reloads mid-session or an attendee drops and comes back.

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. A meeting scheduled with recording on starts recording by itself shortly after the host joins; nobody has to press Record. A host can still stop and restart it from the call bar, and if recording cannot start the host is told. 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, or find every recording under Meetings then Recordings & transcripts. While a recording runs, everyone in the call sees a Recording notice, on the web and in the mobile app. A host on the phone starts and stops the recording from the Manage sheet. Recording is included in the Core plan and above. On other plans the Recording switch stays off when you schedule, and replays you already have remain available.
• When a recording fails. Occasionally a recording cannot be processed. The meeting then shows Recording failed in place of a replay, so you can tell a capture that went wrong from one that was never started, and reschedule or follow up rather than waiting for a replay that is not coming.
• Transcripts and summaries. A recorded meeting can also be transcribed, which names every speaker, timestamps every line, and produces an AI summary of what came of the meeting. See Meeting transcripts and summaries.

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

Seeing who is in the call

In the mobile app, tap the participant count at the top of the call to see everyone who is in it, with the host marked. Your own video tile is labeled You in the grid. Hosts also have the full roster, with mute and remove, in the Manage sheet.

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.