Schedule a meeting and review attendance

Understand the outcome

Role invites are worked out each time, so standing meetings stay current.

Meet runs video meetings inside the portal. Start a meeting on the spot or schedule a repeating one, and invite members by name or by role so a role invite always means whoever holds that role today. Video, audio, and screen sharing run browser-to-browser with no recording. Hosts get a lobby, mute controls, and a room lock, and attendance is taken automatically.

Before you begin

Make the decision before changing the screen. Record the current configuration when the department already uses this feature, and use a test record or test account when the change can affect active members.

• Set department meeting defaults.
• Decide who is required and who is optional.
• Decide whether guests are allowed.

Where to work and what access you need

Start from the portal destination named in the procedure. Administrators normally need permission to view Meet plus the specific create, edit, manage, approve, report, or all-record action used by the task. Visibility alone does not grant management access.

• Meetings/modules/meet/meetings
• New meeting/modules/meet/meetings/new
• Meeting detail/modules/meet/meetings/:id
• Join (device check)/modules/meet/meetings/:id/join
• Meeting room/modules/meet/rooms/:sessionId
• Attendance/modules/meet/attendance
• Settings/modules/meet/settings
• Help/modules/meet/help
• Guest join/meet/guest/:token

Required foundation

• Core must be enabled and correctly configured before this workflow can operate reliably.

If your department uses custom roles, test the procedure with that role—not only with a full administrator account. This confirms the people responsible for daily operations can complete the workflow without receiving unrelated access.

Complete the task

1. Step 1Create the meeting

   Open Meetings → New meeting and set the title and time.

2. Step 2Set repeats

   Choose daily, weekly, or monthly by date or weekday, and an end rule.

3. Step 3Invite

   Add members or roles as required or optional, and add co-hosts.

4. Step 4Set options

   Choose lobby, screen sharing, and guest link settings.

5. Step 5Host

   Admit people from the lobby, mute or stop cameras, and lock the room.

6. Step 6Review attendance

   Open Attendance and export to CSV.

Operational safeguards

Apply these module-level controls while completing the procedure. They prevent a technically saved configuration from becoming an operational or access problem later.

• Control point
  Set department meeting defaults first.
• Control point
  Decide whether guest links should be allowed.
• Control point
  Use role invites for standing meetings.
• Control point
  Keep large groups small on camera; about eight cameras works best.
• Control point
  Grant attendance viewing to the people who report on it.
• Control point
  Remind members that meetings are not recorded.

Verify the result

Do not consider the setup complete merely because the save action succeeded. Confirm the behavior from the user-facing or operational view, then retain evidence of the test when department policy requires it.

• Invitees get the reminder.
• Attendance shows on time, late, partial, or absent.
• Guests wait in the lobby.

If any verification fails, return to the source configuration and correct it there. Do not edit a report or downstream record to conceal an incorrect setup.

Troubleshooting

Guest link option is missing

Guest links are off by default; turn them on in Meet settings.

Video is choppy

Ask people to turn off cameras; about eight cameras works best.

Someone wants the recording

Meet doesn’t record meetings.

Related Meet capabilities

This task sits inside a larger module workflow. These related capabilities may affect the result or provide the next administrative step:

• Role and member invites, required or optional, plus co-hosts
• Recurring meetings: daily, weekly, or monthly by date or weekday, with end rules
• Host controls: mute or stop cameras for one or all, lobby, lock, remove, and co-host management
• Screen sharing for everyone or hosts only, with device selection
• In-meeting chat, private messages, reactions, and raised hands
• Attendance marked on time, late, partial, or absent, with CSV export
• Guest links (off by default); every guest waits in the lobby for approval
• Department defaults you can override per meeting

Use the module hub to open the dedicated procedure associated with any capability listed here.

Connected modules and downstream effects

A change here can alter what members see, what data appears in reports, or how another module completes its workflow. Review the connected areas below before making a department-wide change.

• ChatRole-controlled department channels with replies, reactions, files, and push.

After deployment, test one complete workflow from the originating module through every connected destination your department uses. Document the final configuration so another administrator can audit or reproduce it later.

Continue in Meet

Return to the Meet module guide for connected workflows, dependencies, portal destinations, and additional procedures.