MEETINGS: Scheduling and Managing

How do I schedule a Meeting?

Open a Meeting Generator's options menu, choose Meetings, and then Schedule Meeting. You set when the event runs and how many people can register. Times are shown in your own timezone.

1. Starts, the date and time. It has to be in the future.
2. Duration, how long it runs.
3. Seats, how many people may hold a spot. Leave this empty for unlimited seats.
4. Location Details is carried over from the Generator. Change it here to use a different link or venue for this one Meeting.

If the Generator uses a video meeting, one is created on the host's connected account when you save, and its join link goes out with every confirmation.

TIP: Scheduling outside the host's available hours is allowed. You get a heads-up that it falls outside their hours, and the Meeting is saved anyway. Nothing is blocked.

What stops a Meeting clashing with something else?

A Meeting protects the host's real availability in both directions. While it runs it blocks the host's one-to-one Appointment slots across all their booking pages, and a Meeting cannot be scheduled over the host's existing Appointments or Meetings.

If the time is already taken, the Meeting is not scheduled and you are told exactly what it clashes with, naming the Appointment or the other Meeting and its time, with a nudge to pick a different time or shorten the Meeting so it fits.

However many people register, it is one time block on the host's calendar, and the host's external calendar sync never includes the guest list.

What if the video meeting cannot be created?

If the host's video account cannot be reached, the Meeting is saved as pending rather than silently failing. A pending Meeting is not open for sign-up and nobody can be added to it yet.

Reconnect the video integration, then choose Retry Scheduling from the Meeting's options menu. The video meeting is created again, and if it succeeds the Meeting is scheduled and sign-up opens. If you would rather not, cancelling the pending Meeting frees the host's time.

How do I change or cancel a Meeting?

Edit Meeting changes when it runs, how long it lasts, how many seats it holds, or where people join. Moving it re-checks for clashes, emails everyone holding a spot with the new time, and sends a calendar update that replaces their existing entry.

Change Seats adjusts the cap on its own. You can raise it at any time, and lower it only as far as the number of people already registered. If you try to go below that, you are told how many hold a spot and asked to remove some first.

Cancel Meeting emails everyone holding a spot that the session is off and withdraws their calendar entry. This cannot be undone. The roster history is kept.

Turning a Generator inactive is the softer option: it closes new sign-ups while Meetings already scheduled still go ahead.

IMPORTANT: When the platform emails a group, it tells you honestly how it went, including how many could not be emailed and have not been told. Large lists are sent in the background, so the sending finishes after you close the window.

How do I manage the roster?

Open a Meeting to see its Registrants. The roster is staff-only. It shows who has registered, when they registered, their status, and how many seats are filled, for example 1 of 25 seats filled, or simply how many are registered when seats are unlimited.

Removing someone tells them the host removed them and reopens their seat immediately. Adding someone registers a person who reached you directly instead of using the sign-up link, and they get the same confirmation email and calendar invitation as anyone who signed up themselves.

You can add people already in your CRM, or type an email address for somebody new. If the address already belongs to a Contact, that Contact is used and their own name is kept. Otherwise a new Contact is created, which is why a first and last name are needed.

IMPORTANT: Adding by hand respects the seat cap like every other route. If all seats are taken you are told to raise the seat limit first, including when the last seat goes while you are filling the form in.

Where do I see all my Meetings?

The Meetings entry under Calendar opens one page listing every dated Meeting across all of your Meeting Generators, each row naming the Generator it belongs to and reaching that Meeting's roster and controls. You can narrow it to only upcoming or only past.

CLICK HERE to learn how people register and cancel.