Rooms

Rooms are persistent meeting spaces with their own links and settings. They're optional -- you can hold meetings with or without rooms -- but they provide additional flexibility for how participants access your meetings.

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Meetings With vs Without Rooms

You have two ways to hold meetings:

Meetings Without Rooms

When you create a meeting without a room, it has:

• A meeting link — Unique to that specific meeting
• Direct access — Participants join using that link

This is simple and works well for one-off meetings.

Meetings In Rooms

When you create a meeting in a room, it has:

• A meeting link — Unique to that specific meeting
• A room link — Persistent, shared across all meetings in that room

Participants can join using either link, but the room link stays the same across all meetings held in that room.

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When to Use Rooms

Rooms are most useful when you want a persistent entry point that doesn't change:

Recurring Meetings

For weekly standups, monthly reviews, or any regular meeting:

• Create a room for the series
• Share the room link once
• Schedule each occurrence in that room
• Participants use the same link every time

Office Hours or Drop-In Sessions

If you hold regular availability:

• Create a room for your office hours
• Share the room link publicly or with your team
• Schedule sessions as needed
• Participants always know where to find you

Dedicated Client or Project Spaces

For ongoing relationships:

• Create a room for a specific client or project
• All meetings with that client happen in the same room
• The link remains consistent throughout the engagement

Team Spaces

For teams that meet frequently:

• Create a "Marketing Team Room" or "Engineering Sync Room"
• Team members bookmark the room link
• Any meeting in that context uses the room

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When You Don't Need Rooms

Rooms add a layer of abstraction. Skip them when:

• One-off meetings — A single meeting doesn't benefit from a persistent link
• Ad-hoc calls — Quick calls where you just need to meet now
• Simple use cases — If your meetings are infrequent and unrelated

Just create meetings directly. Each gets its own link.

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How Access Control Works

Rooms use passwords to ensure participants join the right meeting at the right time.

The flow:

1. Multiple meetings can be scheduled in the same room (at different times)
2. Each meeting has its own password
3. When someone uses the room link, the system checks the password
4. If the password matches an active meeting, they join
5. If not, they're informed to wait or come back later

This prevents:

• People joining the wrong meeting
• Early arrivals disrupting a previous session
• Unauthorized access

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In This Section

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Key Points

• Rooms are optional — Meetings can happen without rooms
• Rooms are persistent — The room link doesn't change between meetings
• Rooms are admin-only — Only Owners and Admins can create rooms
• Rooms are free — Rooms don't cost extra; your plan's licenses determine concurrent meetings
• Rooms don't affect capacity — Having 10 rooms doesn't mean 10 concurrent meetings; that's what licenses determine