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1. Open My room
Open Meeting Room and select My room. This is where you create and manage your permanent personal room.
Implementation guide
How to Set Up and Use Meeting Room
Create a reusable room, configure secure access, connect live sessions to calendars and enable recordings, transcripts and AI meeting notes correctly.
Explore Meeting RoomPlan the meeting journey before creating the room
Choose the primary use case first: sales consultation, customer onboarding, coaching, training, community event, webinar or internal collaboration. This determines access, security, recording and follow-up requirements.
- Decide whether to use a reusable room or a unique appointment link.
- Choose when guests may join without an account.
- Define who can host, co-host and admit participants.
- Decide whether recording and transcription are necessary.
- Prepare the follow-up owner, tasks and customer communication before the call.
Meeting Room setup, step by step
2. Create the room identity
Choose a clear room name and reusable link that the team can recognize and share consistently.
3. Configure access
Set room availability, passcode, waiting room and guest access based on the sensitivity and audience of the meeting.
4. Add a co-host
Assign a co-host when another team member needs to manage participants, permissions or the session if the primary host is unavailable.
5. Connect the meeting experience
Use the permanent room with a calendar or generate a unique link for an individual appointment. Meeting Room can also support communities, courses, events and webinars.
6. Test audio and video
Before the first live call, verify the microphone, speaker, camera, lighting, background and noise-cancellation settings on the devices the team will use.
7. Start or share the room
Start instantly from My room or share the configured link. Guests can join without an account only when guest access is enabled.
8. Collaborate during the call
Use screen sharing, chat, reactions, hand raising, layouts and Picture-in-Picture according to the session format.
9. Enable transcription when needed
Recording alone does not generate a transcript. Enable transcription during the meeting when you need speaker-labelled notes or transcript-powered AI.
10. Review and follow up
Use the recording, transcript, AI summary, decisions and action items to complete tasks and continue the customer journey while context is fresh.
Pre-meeting and post-meeting checklist
Before
Confirm the link, host, co-host, guest access, waiting room, consent notice, devices and agenda.
During
Admit participants, manage permissions, share the right screen and explicitly enable recording or transcription when approved.
After
Review the transcript, validate the AI summary, assign action items, update customer context and send the agreed follow-up.
Common setup and operating mistakes
Assuming recording creates a transcript
Transcription must be enabled during the meeting for transcript-based AI features.
Sharing one unrestricted link everywhere
Use guest access, waiting rooms, passcodes and unique appointment links according to the audience.
No recording notice
Review consent, privacy, contractual and industry rules before recording or transcribing.
No owner for action items
A summary is useful only when each next step has an accountable owner and due date.
Keeping meetings outside the customer journey
Connect scheduling, context and follow-up so the call does not become another information silo.
Scope and privacy note
Meeting Room supports documented video collaboration, security, recordings, transcripts and AI assistance. Your business remains responsible for consent, recording notices, privacy, retention, clinical or regulated records and applicable regional requirements.
Meeting Room setup questions
Does recording automatically create a transcript?
No. Enable transcription during the meeting for speaker-labelled text and transcript-based AI.
Can guests join without an account?
Yes, when Allow guest users is enabled for the room.
Can every appointment have a unique link?
Yes. Use a permanent room link or generate a unique Meeting Room link for an individual calendar appointment.
What should be tested before launch?
Test access, waiting room, passcode, co-host, audio, video, screen sharing, recording, transcription and the post-meeting follow-up process.
Build a repeatable path from booking to follow-up
Test the room internally, run one controlled customer session and improve the checklist before rolling it out to the whole team.
See plans and pricing