Scheduling Meetings
Plan meetings in advance with participants, settings, and recurrence options.
Scheduled meetings let you plan ahead — set a date and time, invite participants, and configure settings before the meeting starts.
Scheduled meetings do not auto-start. When the scheduled time arrives, the host must manually start the meeting. Participants cannot join until the host starts it (unless "Allow Join Before Host" is enabled).
Creating a Scheduled Meeting
Go to Home in the sidebar
Click Schedule Meeting
Fill in the meeting details (title, date, time, duration)
Add participants using Add People
Configure any additional settings
Click Create Meeting
Go to Meetings in the sidebar
Click the Schedule button in the top action bar
Complete the scheduling form
Click Create Meeting
Go to Calendar in the sidebar
Click Schedule Meeting or click directly on a date/time slot
The scheduling form opens with the date pre-filled
Complete the details and click Create Meeting
Meeting Details
Basic Information
| Field | Description | Required |
|---|---|---|
| Title | Meeting name (1-200 characters) | Yes |
| Description | Agenda or notes (up to 500 characters) | No |
| Date | When the meeting starts | Yes |
| Time | Start time | Yes |
| Duration | How long (15 min to 40 hours) | Yes |
| Timezone | Your timezone (auto-detected) | Yes |
Duration limits by plan
- Free plan: Maximum 2 hours
- Pro/Business: Maximum 40 hours
Adding Participants
Click Add People to invite participants:
- Search by name or email
- Select team members from the dropdown
- Add external guests by entering their email
- Assign roles (Co-Host, regular invitee)
Invited participants will receive an email with:
- Meeting details and description
- Join link and meeting ID
- Calendar invitation (ICS file)
Meeting Settings
Recurring Meetings
Coming Soon — Recurring meetings are not yet available but are planned for an upcoming release. The information below describes how they will work.
Set up meetings that repeat automatically.
Setting Up Recurrence
In the scheduling form, enable Recurring Meeting
Choose a recurrence pattern
Set how the series ends
Create the meeting — all instances are generated
Recurrence Patterns
| Pattern | Options |
|---|---|
| Daily | Every day, or every N days (e.g., every 2 days) |
| Weekly | On specific days (e.g., Monday and Wednesday) |
| Monthly | By date (e.g., 15th of each month) or by day (e.g., first Monday) |
| No Fixed Time | For standing meetings without a strict schedule |
End Conditions
Choose when the series ends:
- No end date — Continues indefinitely (up to 52 occurrences generated)
- End by date — Stops on a specific date
- After N occurrences — Stops after a set number of meetings (1-52)
Managing Recurring Meetings
When you edit or cancel a recurring meeting, you can choose the scope:
| Scope | Effect |
|---|---|
| This instance only | Changes apply only to this occurrence |
| This and following | Changes apply to this and all future occurrences |
You cannot retroactively change past occurrences. Edits only affect the current instance or future ones.
Each occurrence in a recurring series has the same meeting link but may have different passwords. The series shares a common series ID for tracking.
Meeting in a Room
If your organization uses rooms, you can schedule meetings in a specific room:
- In the scheduling form, select a Room from the dropdown
- The meeting will be associated with that room
- Participants can join via the meeting link OR the room link
Room link vs Meeting link
- Meeting link — Unique to this specific meeting
- Room link — Persistent, works for all meetings in that room
Both work, but the room link is easier to remember for recurring sessions.
After Scheduling
Once you create a scheduled meeting:
- Email invitations are sent to all participants
- Calendar entries are created (sync with your calendar app)
- Meeting appears in your Meetings list and Calendar view
- You can edit the meeting until it starts
What Participants See
Invitees receive an email containing:
- Meeting title and description
- Date, time, and duration
- Join link and meeting ID
- Password (if set)
- ICS calendar attachment
They can respond with their RSVP (Accept, Decline, Maybe).
Related
- Managing Meetings — Edit, cancel, or reschedule
- Invitations & RSVP — How invitations work
- Calendar — View and manage via calendar
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