Meeting access, seats and storage¶

Meeting access combines the people involved, their workspace access, the meeting's features and any relationship between workspaces. A purchased seat, an invitation and permission to join a particular occurrence are different things. This guide explains how to interpret those checks and recover when the information disagrees.

Availability: these are source-reconciled rules and limits. The intended meeting journey remains in create and manage a meeting, based on WorkOS 06 Final Screens. The frontend is still in progress. This page adds no unverified administration buttons, purchase flow or deployed access guarantee.

Separate the access checks¶

A simple internal one-to-one meeting uses basic access. Group meetings, named guest or linked-workspace participants, recording and transcription require advanced access for the internal and linked-workspace people evaluated by the meeting, including the organizer. Enabling a guest allowance without actually adding a guest is different from including one. See the authoring guide for the intended review and readiness journey.

Understand seats before arranging more capacity¶

The system keeps a workspace's purchased advanced capacity separately from each person's assignment. Where the only missing requirement is assignment for current-workspace members, it can indicate whether existing capacity appears sufficient. That indication does not reserve seats or assign them. Another change can affect availability before an administrator finishes.

Ask the authorized administrator to check existing assignments and eligible unused capacity before arranging additional capacity through the supported commercial process. This meeting flow does not itself establish a purchase or a price. Access missing in another workspace cannot be repaired by assigning a seat in the host workspace.

An assigned seat can still be counted as used capacity when its holder no longer has active membership or base product access. Losing eligibility does not establish that their assignment was released. Administrators should reconcile assignments and membership separately rather than assuming the count automatically represents people currently able to join.

Allow for separate access updates¶

Membership, product access, assignment, purchased capacity and policy changes reach Meetings separately. One successful administration action does not prove all related information has arrived. Membership updates now consult the owning workspace record during recovery and preserve the order of changes to that membership. Product, assignment, capacity and policy updates retain separate ordering limits, so older information can still replace newer information on those paths. A person may appear ineligible while required inputs are incomplete. An update time alone cannot establish that every requirement is current or that access has been restored.

If a newly enabled person remains blocked, confirm the correct workspace and identity, the specific missing requirement and the administrator's actual saved change. Ask support to reconcile the relevant access information. Repeatedly buying capacity, recreating the meeting or switching the person to an anonymous guest is not a substitute for resolving that mismatch.

Likewise, do not assume an access removal automatically disconnects someone who is already in a room. The inspected access updates change eligibility records; they do not themselves close a provider connection or rewrite the people and roles saved in an existing session. The session guide explains those separate boundaries.

Work with linked workspaces¶

The implemented federation checks distinguish the workspace initiating the meeting from a workspace participating in it. They require an eligible plan, an active enterprise relationship and compatible meeting policy. The current implementation requires the host and participating workspaces to belong to the same enterprise boundary. A visible directory entry alone does not establish those conditions.

An absent workspace-state record prevents the federation check from succeeding. Trust-policy handling has additional implementation limits around missing or multiple policy records; a positive meeting check is therefore not a substitute for the administrator's intended sharing policy or verified deployment. If a linked workspace remains blocked after a relationship is restored, ask administrators to reconcile its plan, relationship and suspension state together.

Guests using invitation links have different identity and admission rules. Use the guest guide; do not treat guest access as an automatic replacement for a rejected federated participant.

Understand workspace storage¶

Meetings checks recorded storage usage for the whole workspace, not just recording files. Reaching the limit can block new or live meeting operations that perform the storage check. It does not by itself prove that a room has ended, an existing file was deleted or all other operations are blocked.

The current check permits a missing storage snapshot, and some initial snapshots start at zero until a usage update arrives. Neither case proves that the workspace is empty or has unlimited storage. Usage and limits need to be reconciled before relying on readiness.

When a limit message appears, ask the authorized administrator to check current workspace usage and the applicable allowance. Use the approved storage-management process; deleting a visible meeting or file is not proof that all stored copies were physically removed or that a fresh usage measurement has arrived. Recordings and transcripts explains logical file states, ownership and retention limits.

Interpret meeting summaries carefully¶

The platform keeps a local summary of each meeting plan and its selected session, while inbox and collaboration views maintain their own summaries. Editing a plan, starting or ending a session and receiving a notification are separate changes. A summary is not live room presence, a complete occurrence history or a fresh permission to open an artifact.

When a summary and the current session disagree, confirm the exact meeting and occurrence using the supported meeting view. Do not start another room solely because a summary looks scheduled, or assume an earlier ended-session label describes the currently selected occurrence. See meeting updates for inbox-specific meaning and meeting history for recorded actions.

Recover with the right information¶

Share the workspace, meeting/occurrence, affected person, attempted action, approximate time and visible explanation through an approved support channel. Administrators and support should establish the actual missing or stale requirement before recommending another purchase, duplicate action or access change. This draft still needs the initial reader walkthrough and connected behavior verification.