The Meetings module integrates scheduling, room booking, availability checking, and participant management into one workflow. It has three tabs: Calendar (schedule and view meetings), Rooms (manage meeting rooms), and Settings (personal availability and schedule).

Navigate to Communication → Meetings in the sidebar. Youʼll see the calendar tab by default.

Prerequisites

• Employees must exist in the Team module
• Meeting rooms should be configured in the Rooms tab (optional — for room booking)
• Each host should configure their availability in Settings

Scheduling a Meeting

1. Click Schedule Meeting
2. Enter meeting title, start/end time, and optional description/agenda
3. Optionally select a meeting room (system checks room availability)
4. Add internal participants by searching employees
5. Add external guests by entering their email addresses
6. Click Schedule — invitations are sent to all participants

Calendar View

The calendar tab shows a date picker with dots indicating days that have meetings. Select a day to see its scheduled meetings with title, time, virtual/physical indicator, and status badge. Click any meeting to view full details.

Host Availability

Before a meeting is confirmed, the system checks the hostʼs availability based on their configured weekly schedule. This prevents double-booking.

Meeting Rooms

Physical meeting rooms can be added with name, location, and capacity. Rooms are booked alongside meetings to prevent double-booking. Manage rooms in the Rooms tab.

RSVP Tracking

Participants can accept or decline meeting invitations. The meeting detail view shows each participantʼs status (accepted/pending) and type (internal employee or external guest).

Meeting Scheduling

Create meetings with title, datetime range, room selection, internal participants (searchable dropdown of employees), external guest emails, and agenda/description. The system warns if SMTP is not configured (required for email invitations).

Meeting Detail & Management

Click any meeting to view full details: participant list with RSVP status, meeting link/location, agenda. Edit meeting details, add/remove participants, or cancel the meeting. Cancellation notifies all participants.

Room Management

The Rooms tab lets you add, view, and manage meeting rooms. Each room has a name, location, and capacity. Rooms are available for selection when scheduling meetings.

Personal Availability Settings

The Settings tab lets each user configure:

• Timezone — Select from UTC, New York, Madrid, Dhaka, London, Mumbai, Dubai
• Weekly Schedule — Set availability per day with time ranges. Toggle days on/off to mark working vs. non-working days

Secure Booking Link

Each user gets a unique 12-digit booking token. Share this link with external contacts to let them book time on your calendar. You can copy or regenerate the token at any time.

Video Call Links

Meetings can include virtual meeting links. If SMTP is configured, participants receive email invitations with the meeting link and details.

Meeting Lifecycle

1. Organizer creates meeting: sets title, time, room, participants, and agenda
2. System checks host availability based on weekly schedule
3. Email invitations sent to internal participants and external guests (if SMTP configured)
4. Participants RSVP (accept/decline)
5. Organizer tracks RSVP status in meeting details
6. Meeting occurs (in-person in booked room, or via video call link)
7. Organizer can cancel if needed — participants are notified

Setting Up Personal Availability

1. Go to the Settings tab
2. Select your timezone
3. For each day of the week, toggle it on/off and set your available time ranges
4. Save — your availability is used for all future meeting checks

• Configure your personal availability before others try to schedule meetings with you
• Add an agenda to every meeting — it sets expectations and keeps discussion focused
• Add meeting rooms with accurate capacity to prevent overbooking
• Use external guest invitations for clients or contractors who need to join
• Check participant RSVPs before the meeting to know who will attend
• Set your timezone correctly — meeting times display in each participantʼs local time