Staging draft Work in progress · For review; coverage and acceptance incomplete

Create and manage a meeting¶

Use a meeting to bring the right people together with clear roles, a dependable time and an agreed admission policy. Begin in the correct workspace, open HiveComms, then Meetings.

This guide describes the intended Final Screens journey. The current frontend still uses sample meeting data; its navigation buttons do not demonstrate a saved meeting or a live room. Backend and design differences below are part of the guide, not instructions to work around access checks.

Before you begin¶

Use meeting access, seats and storage to distinguish membership, product access, advanced assignments, purchased capacity, linked-workspace policy and recorded usage. A recent administration change or a positive capacity estimate does not establish that every meeting check is current.

Know who will organize the meeting, who should attend and whether anyone comes from another workspace or outside Zerohive. Decide whether you need a group, recording or transcription; these choices affect advanced access. Confirm the intended date, start and end time, and time zone for a scheduled meeting.

Choose a recognizable title of no more than 256 characters. Avoid confidential details in the title: draft and meeting-list privacy is not established as invitee-only. Keep preparation material in an approved place that the intended recipients can access.

A host or co-host can change an existing meeting. Seeing a meeting, appearing in a directory, or holding an administrator job title does not grant that meeting role. Resolve access with the organizer or workspace administrator when required.

Schedule for later¶

The final design has four stages: Detail, People, Access & capture, and Review.

In Meetings, choose New meeting.
Select Schedule for later, then Continue to scheduling.
In Detail, enter the meeting title, start and end times, time zone and repeat choice. The end must be after the start. Choose Continue to people.
In People, find and add the intended invitees. Review each person's workspace and role, then choose Continue.
In Access & capture, choose admission, guest and linked-workspace access, recording and transcription. Choose Review meeting.
Review the entire plan and resolve any access warning. Choose Publish meeting only when the information and checks are ready.
In the Publish this meeting? confirmation, check the intended effect and choose Publish meeting. Use Go back to correct the plan.
Confirm the saved meeting identity, times, people, policy and Published state. Do not use a success-looking sample screen as evidence that invitations reached people or a room opened.

Purpose and preparation: the Detail screen includes this field, but the inspected backend authoring contract has no corresponding saved field. Do not rely on text entered there being retained or delivered. Use an approved shared preparation document until that contract is implemented and verified.

Time zones and repeats: verify the resulting date and time, particularly where daylight-saving changes apply. The current option labels include fixed offsets; an offset label alone does not prove conversion for the selected date. The backend stores a repeat rule, but this audit has not established automatic future session generation or reminders. A saved repeat choice is not a confirmed series of booked occurrences.

Add people from the correct workspace¶

The People stage has a tab for the current workspace and Linked workspaces. In the current workspace, search for the person, review their role and choose Add. The selected list shows the people already included.

For a linked workspace, choose Linked workspaces, find the intended workspace and choose Choose. Search its member list, confirm the home workspace and add eligible people. Use Go back to workspace selection if you selected the wrong workspace. An unavailable person cannot be treated as ready merely because their name appears.

The organizer is already included. Do not add the same person again as a second internal invitee. One-to-one meetings need exactly one invitee besides the organizer; groups need at least two. Check for duplicates by identity and workspace, not just display name.

The design shows role choices alongside people. Hosts and co-hosts govern the meeting; guests cannot be hosts or co-hosts. The design's Observer wording still needs reconciliation with the implemented Observer moderator role, which carries moderation responsibilities. Do not assume that label means silent, read-only attendance.

The linked-workspace picker is design intent; its connected directory and selection behavior still need implementation verification. Named external guests and guest links have additional identity and admission rules. A link-access toggle is not a substitute for a valid invitation, eligible participants or permission to share meeting material.

Choose admission and capture deliberately¶

Choice	Decision to make
Host approval	Decide who should wait for a host or co-host. The design's broad label must be connected to the actual admission rule; do not infer that every category waits from the label alone.
Automatic admission	Confirm which policy is selected: one admits invited people directly, including guests and linked-workspace participants; another admits current-workspace participants directly while guests and linked-workspace participants wait. The broad design label alone does not distinguish these outcomes.
Guest links	Enable only when the meeting is intended to accept that form of entry. A valid link and the meeting's admission checks are still needed.
Linked workspaces	Confirm the intended workspace relationship and people. This switch does not create a federation relationship or override trust restrictions.
Record the meeting	Decide whether capture is needed and authorized. Enabling it is not proof that recording started or that a usable file exists.
Create a transcript	Decide whether transcription is needed and authorized. Processing and later access are separate from the setting.

Group meetings and named guest or linked-workspace participation, as well as recording or transcription, require advanced capability for evaluated workspace participants. Enabling a guest/linked-workspace toggle alone is not evidence that future participants passed that check. Recheck when the audience changes.

Save a draft and return to it¶

The design offers Save draft while authoring. A saved backend draft still requires a valid organizer, title and audience; a partial form with no invitees is not established as a supported saved draft. Missing advanced assignments may allow a pending draft, while missing basic workspace access or an unsupported federation relationship can prevent saving.

After a save, confirm that the meeting can be found again with the expected values. The current sample frontend's Save draft link only changes the displayed view. Keep a copy of unsaved preparation in an approved location until connected saving is available.

When returning to an existing meeting, load its current details before changing them. Review all people, roles, policy and work association, not just the edited field. Backend updates replace the participant list; omitting an existing person can remove them from the saved plan. Concurrent changes by another host are not protected by an expected-version input on these authoring operations.

Publication may remain in place after an eligible edit. Conversely, missing advanced assignments can return the plan to a pending draft. Verify the resulting state and coordinate changes with other hosts. Changes to the plan do not by themselves prove that an already-running session was updated.

Start an instant meeting¶

Choose New meeting, select Meet now, then Continue with Meet now.
Enter the title and review the organizer.
Choose Add people, find the intended participants, check roles and the selected list, then choose Done.
Review guest/linked-workspace access, recording and transcription.
Choose Start meeting only when the audience and access are correct.

The intended next step is room entry, where device and admission checks continue. Backend creation saves a draft; publication and room start are separate operations, and start requires a published, eligible meeting. The frontend must complete that sequence and show partial failures accurately. If a record was created but the room did not open, recover that meeting before starting a new one.

Continue with join and host a meeting for the intended device, lobby, host-control and exit steps, including the current implementation and recovery limits.

Withdraw or delete¶

Withdrawal changes a published meeting's publication state. It is separate from ending a live session, cancelling a particular occurrence or removing retained artifacts. Check the resulting meeting and session state and arrange any necessary participant communication.

Deletion accepts a Draft meeting. A published or withdrawn meeting is not directly accepted by the draft-delete operation. Do not describe draft deletion as proof that every related artifact, history entry, backup or delivered notification has been erased.

Recover when something goes wrong¶

What you see	What to do
A person cannot join or publication needs attention	Check the named person, membership, WorkOS access and advanced assignment. Correct the audience or ask the authorized administrator to resolve access, then refresh readiness.
More advanced seats are needed	Ask the administrator to distinguish unused purchased seats from a capacity shortfall. A purchase is separate from assigning an existing seat.
A linked workspace is blocked or missing	Confirm the correct workspace and ask its administrators to review the enterprise relationship and trust policy. Do not substitute an external identity to bypass the restriction.
A storage warning blocks creation or publication	Ask the administrator to resolve storage usage and confirm the updated state. Deleting arbitrary work is not a documented recovery step.
Save, publish or start times out	Look for the original meeting and inspect its current state before repeating the action. Give support the approximate time, workspace and non-sensitive meeting reference.
A publication failure says the draft needs access updates	Reload the meeting. The failed operation's message is not proof that its attempted state change was committed.
The list is empty or fails to load	Check the workspace and filters, then retry a failed read. Empty results are different from a failed request and do not prove the meeting was deleted.
Two hosts changed the plan	Reload and agree which values should be retained. Do not assume the last visible form includes another person's changes.

Share only the details needed for support. Do not send guest tokens, private meeting content, credentials or a recording unless an approved support process requires it.

Understand assistant-prepared changes¶

Use HiveAI with meetings explains the backend assistant capabilities and their current UI limits. Review the exact plan, people and outcome, preserve any work attachment, and reconcile an interrupted action before creating another request. A saved plan remains separate from publication, invitation delivery and joining a room.