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

Join and host a meeting¶

A meeting plan identifies the people and rules. A live session is the conversation itself. Starting, being admitted and connecting audio or video are separate outcomes; check each one before relying on the meeting being in progress.

Availability: these steps follow the intended WorkOS Final Screens. The current frontend's live views use sample people and status, and its device/leave buttons do not implement a working media connection. The backend supports session commands, but this guide does not certify a deployed room. Create and manage a meeting explains the plan and access requirements.

Before entering¶

Use the correct workspace and meeting. Confirm the organizer, date and time, especially when the same meeting has more than one session. Have the required workspace access and meeting invitation. Linked-workspace participants must match the invited account and home workspace; guest links have different identity limits. The invitation-link guide explains those checks, lobby entry and expiry recovery. A familiar title alone does not establish that a link is intended for you.

The meeting must have a live session to join. A scheduled time or Published badge does not automatically open one. Starting requires a host or co-host, a published plan and current access/storage checks. Those checks can fail after a plan was published if membership, assignments, federation or storage changed.

Avoid starting another meeting merely because the room is slow to open. Recover the original meeting/session first so participants do not split across different rooms.

Check your devices and join¶

Open the intended meeting. A host uses Start meeting when ready to open it; an invited participant proceeds to its join flow once a live session exists.
On the prejoin screen, confirm the meeting title and host. In Check your setup, select the intended Microphone, Camera and Speaker. These choices affect your device.
Review the preview. Camera off means your video is not being shown in that preview; it does not indicate a failed invitation.
Choose Join now, or Cancel if this is the wrong meeting or you are not ready.
Follow the resulting state. If admission is required, wait in the lobby. If admitted, confirm that the room actually connects and the intended audio/video controls work.

The prejoin sample says you will enter a lobby. The actual saved admission policy decides this: the organizer is admitted directly; an all-lobby policy makes the other invitees wait; another policy makes only guests and linked-workspace participants wait; the remaining policy admits invited participants directly. The admission choices must be made explicit in the connected interface.

An admission response is not proof that the microphone works, other people can hear you or the media service is reachable. If entry fails after a successful start/join response, retain the meeting reference and recover that session.

Wait in the lobby¶

The final design shows Your request was sent, You are in the lobby and Leave lobby. Keep the page open while the organizer handles admission. Use Leave lobby if you no longer intend to attend.

There is a current implementation difference: people who require admission are placed in the saved waiting list when the session is created, before they necessarily open the join page. A waiting count is therefore not reliable evidence that everyone shown is presently asking to enter. The connected interface still needs to establish actual arrival, admission refresh and leaving the lobby.

If admitted but still waiting, confirm the meeting and ask the host to check your current participant state. Repeating the same unsuccessful attempt may show an earlier result. Do not use another person's link or identity to bypass admission. A denial cannot simply be reversed by the current Admit operation; ask the organizer for an approved resolution.

Participate in the room¶

The intended participant room shows people, microphone and camera controls, People and Leave. Use your device controls to manage your own audio/video. An avatar or camera-off tile does not prove that a person is currently connected.

The frontend currently shows sample connected counts and a Recording badge without measuring a real room. Treat those as preview content. Recording/transcription settings, active capture and an available recording or transcript are separate states. Follow your organization's meeting and information-sharing rules; a visible capture badge is not evidence of an approved capture process or a usable file.

The inspected final participant screen does not establish a screen-sharing or meeting-chat journey. The frontend's additional sample controls do not establish those capabilities as connected features.

Review people as a host¶

The host design adds Participants and controls, Change role, Review lobby and End meeting. Hosts and co-hosts can change session roles and end the session. The implemented observer moderator role can admit or deny participants; it is not a read-only observer role.

Choose Review lobby when admission needs attention.
Check each person's identity, workspace or guest indication and intended role. Confirm that they actually want to enter; a saved waiting row is not proof of a present request.
Choose Admit or Deny for the correct person.
Confirm the updated state and whether an admitted person successfully connects.

Admitting someone grants entry permission; it does not make their device connect. Deny applies before the participant has joined; it is not an implemented remove-from-room control. Do not treat it as a way to eject someone already in the meeting.

Use Change role only when the responsibilities are intended and authorized. The final host screen exposes this action, but the complete role-selection confirmation is not established by the inspected frames. Guests cannot become hosts or co-hosts. A session-role change affects that session's saved roster, not the meeting plan for future sessions. Propagation of changed privileges to an already-connected media client remains unverified.

Keep a responsible host available. The inspected role command does not enforce retention of a last host, and its response alone does not prove that another person's live provider privileges were updated.

Read the people list carefully¶

Signal	What it tells you	What it does not establish
Invited	A participant exists in the saved session roster.	They have opened the page or joined the call.
In the lobby	Their saved admission state requires approval.	They are currently online or have just requested entry.
Admitted	Entry is permitted for that participant.	Their audio/video connection succeeded.
Joined	A join timestamp has been recorded.	Continuous attendance or a currently healthy media connection.
Left	Departure information has been recorded.	A complete record of every reconnect interval.
Denied	That session participant is denied entry.	The participant was removed from an already-connected room.

The saved roster is a snapshot taken when the session is created. Editing the meeting plan afterwards does not rebuild that roster. A new invitee may therefore appear on the plan but still be absent from an existing session. Ask the organizer to resolve this; repeatedly joining does not synchronize the two lists.

Reconnection reporting has an unresolved boundary: the current stored departure time can remain after rejoining. A person may still appear as Left. Managers should not use these states or the total participant count as verified attendance, work duration or performance evidence.

Leave or end the conversation¶

Leave is intended to disconnect your own client. End meeting is the host action for closing the live session. Leaving as a host is not documented as automatically ending it or assigning another host.

To end it in the intended flow:

As a host or co-host, choose End meeting.
Read End meeting for everyone?. Choose Keep meeting open to return, or End meeting to confirm.
Confirm the Ended state and that the media connection has closed. The final ended screen offers Open meeting details and Return to Meetings.

The current backend end command saves Ended state. It does not itself request provider room deletion, revoke existing room credentials, mark everyone as having left or stop recording/transcription. The design's promise of ending for everyone therefore needs connected provider behavior and verification. If audio/video continues after Ended is shown, disconnect your own client and contact the organizer/support; do not assume the saved status stopped capture or removed other people.

An ended session cannot be joined through the normal join command. Starting again can create a new session under the same meeting; it does not reopen the completed one. A recording or transcript may appear later only if its separate capture and processing operations succeed.

Cancel a session that has not started¶

Cancellation is for a particular Scheduled session that has not started. It differs from withdrawing the meeting plan or ending a live session. The final confirmation is Cancel this scheduled session?, with Go back and Cancel session.

Where that action is available, verify the selected session before confirming and check its resulting Cancelled state. Do not assume every repeat choice has already created cancellable future sessions: the inspected production start path creates a session and immediately makes it Live, and a separate future-session creation path is not established here. The full entry to cancellation remains implementation work.

Recover when the room and saved state disagree¶

Situation	Next step
No live session is available	Ask the host to confirm the correct meeting and whether it has actually started. A scheduled time is not proof of a room.
Start or join fails after appearing successful	Reload the original meeting/session and check access and room connectivity before creating another meeting.
A co-host cannot start an all-lobby meeting	Ask the organizer to review the situation. The current start path can encounter the co-host's own waiting state; do not weaken admission just to bypass the failure.
Access or storage changed	Ask the authorized administrator to resolve the specific membership, assignment, federation or storage issue and confirm the updated state.
A person is shown waiting but says they never joined	Check with that person. The waiting row may have been created with the roster.
Admission or role change times out	Reload current participant state before repeating it. A button or old result is not proof of the latest authority.
Someone rejoined but is still marked Left	Verify the actual connection and report the inconsistent state. Do not infer absence or attendance duration from it.
Ended is shown while media continues	Disconnect locally, tell the organizer/support and verify capture separately.
A repeated result contains unusable connection details	Ask support to recover current access. A stored prior response is not a fresh room credential.

For saved-file readiness, playback, transcript search and expired viewing access, continue to recordings and transcripts. Ending the saved session does not itself confirm that capture stopped or a file became available.

Decisions, actions and meeting evidence explains the separate follow-up facts and independent verification rules. Hosting, recording or ending the meeting does not itself record an outcome or recognition decision.

For support, give the workspace, non-sensitive meeting/session reference, approximate time and observed outcome. Keep access links, connection credentials, private conversation content and recordings out of ordinary support messages.