Scheduling a meeting

On the «Meetings» page, top right: «New meeting» opens a dropdown with two entries — «Start an instant meeting» and «Schedule meeting» («Set options and add to calendar»). From the Dashboard the same path starts from the «Schedule a meeting» card; on the phone from the + at the bottom. The «New meeting» window opens, with four tabs at the top that are the steps: «Information», «Options», «Invites», «Summary». At the bottom, «Next» and «Back».

If you do not see «New meeting», creating meetings is a privilege of the user type («Creazione meeting»).

1. «Information»

The first field is the title («Enter a title for the meeting»); below, «Add description» opens the text field. Then two boxes with a switch:

• «Add to calendar» — «The event will be automatically added to your calendar». When on, your calendars appear below to tick («Select at least one calendar.», up to «Maximum 5 calendars per meeting»).
• «Mark me as busy on the company calendar» — see the page on the company calendar.

Then «When» (date and time) and «Duration» (hours and minutes).

⚠️ «Repeats», «Recurrence type» and «Reminder» appear only with «Add to calendar» on. Reminders are chips to tick («5 min» … «1 day», five at most); if you remove them all you read «No reminders — participants won’t get pre-call notifications.»

2. «Options»

From the top: «Mode» («Meeting (everyone participates)» or «Webinar (only the host broadcasts)»), then — if you have the privilege — the «End-to-end encryption» switch, then «Password (optional)» («If set, participants will need to enter it to join») and four switches:

• «Allow guest access» — off, only people with an account in your organisation get in.
• «Enable lobby» — under the switch you read what happens: on, «Participants will wait for the organizer’s approval before entering the room.»; off, «Anyone with the link will enter the room directly after providing their name and surname. No approval required.»
• «Enable chat».
• «Enable screen sharing» — on, «Anyone can share without requesting» appears below: off it means «Only organizer and co-hosts can share; others must request permission.»

3. «Invites»

At the top «Company» (or «Links», if the company uses Klokka) to link the meeting to a client. Then the «Participants» box: you type an address in «Enter email…» and press Enter or «Add» — external addresses work too. Below, the «Invitee language» and the «Participant permissions». The «Co-hosts» box is for whoever gives you a hand: «Co-hosts can manage the meeting like the host (mute, kick, screen share, etc.)»

⚠️ The participants box is there only if in the first step you switched on «Add to calendar»: otherwise you read «To send invites, select a calendar in step 1». Invites travel with the event.

4. «Summary»

One last look: what you did not set shows as «Not set». Bottom right, «Create meeting».

If you get something wrong

«Enter a title for the meeting», «Select date and time», «Select at least one calendar» and «The start date and time cannot be in the past.» appear in red under the field, and «Next» does not move on until you fix it.

Editing later

On the meeting row, the «Edit» icon reopens the same window («Edit meeting») with only the «Information» and «Options» steps, and the «Save» button.

Questions this guide answers

• how do I schedule a meeting
• how do I put the meeting in the calendar
• how do I set a password on the meeting
• how do I decide who can share the screen
• how do I set the meeting reminders
• where is the button to create a meeting