How meetings work

A meeting is a 1:1 slot between two participants. It starts as a participant’s request or as your assignment and ends confirmed, declined, expired, or canceled. Meetings are part of the Meet & AI plan. In the console, Meetings has a List tab and a Schedule tab.

How a meeting is created

Path	What happens
Participant request	A participant picks a slot and sends a request. The other participant accepts, declines, or proposes another time, which hands the answer back to the requester. The requester can withdraw while the request waits.
Direct assignment	You select two participants in an empty cell of Schedule. The meeting is confirmed at once and carries a Host chip.
Batch mode	You lay out drafts in Schedule and publish them together. Each draft becomes a confirmed meeting with the Host chip.

Both host paths are in Schedule and direct assignment.

Status

Chip	Meaning
Pending	Waiting for an answer, including after a new time was proposed.
Confirmed	Accepted by the other participant, or assigned by you.
Completed	Confirmed, and the end time has passed.
Expired	No answer came in time.
Declined	Turned down by the other participant.
Canceled	Withdrawn by the requester, or canceled by you.

Expiry and limits

Both come from Meeting rules.

Setting	Effect
Pending request expiry	A request waits 1, 2, 3, or 5 days for an answer. It also expires when its meeting time arrives. The requester is emailed, and an expired request can’t be acted on.
Limit meetings per person	Caps each participant’s meetings Per day or for the Entire event. Limits by participant type can give a type its own limit or Unlimited.
Count pending requests	When on, requests waiting for an answer count toward the limit.

Limits apply to both participants of a meeting.

Which slots a participant can request

Slots are the Meeting hours cut into pieces of the Meeting duration. Without meeting hours, the event period is used.
Slots starting sooner than the Minimum notice are left out.
The slot must fall inside the availability each participant set on the event page. Someone with no availability for that date counts as available all day.
Neither participant can have another meeting then. With Count pending requests on, pending requests block the time too.
With locations, one of them must have room at that time. Without locations, any number of meetings can share a slot.

Locations work on the event dates only, so a meeting beyond them has no location. A meeting without a location shows the venue on the event page while it falls within the event dates. See Meeting locations.

What you can do with a meeting

Status	Actions
Pending	Cancel meeting
Confirmed	Edit meeting for date, time, and location; Move in Schedule; Cancel meeting
Completed, Expired, Declined, Canceled	None

Your assignments and edits don’t check the participants’ availability or the minimum notice. Direct assignment checks participant type rules, meeting limits, and time overlaps; a rule or limit can be overridden after a warning. Editing or moving checks limits and overlaps. A full location or a past slot is always rejected. A participant can therefore end up with a meeting at a time they had blocked on the event page.

Emails to participants

Emails are sent for published events only, to both participants.

Your action	Email
Confirm a meeting, or publish drafts	Confirmation
Edit or move a meeting	Change notice, only when the time or location changes, including a first location
Cancel a meeting	Cancellation, with your reason included as written

Both participants also get a reminder before each confirmed meeting, set as Meeting reminder in the Notifications tab.

After the event ends and after the page ends

The event end doesn’t lock meetings. They lock at the page end, which on Meet & AI is the later of the event end and the end of the last meeting hours. See Event lifecycle.

Page end	Details
Closed	Participant requests and proposals, direct assignment, drafts and publishing, time changes to confirmed meetings, and Meeting hours. Schedule shows The event page has ended, so meetings can’t be added or moved.
Still open	Cancel meeting, deleting drafts, and End batch mode. Participants can still accept, decline, or cancel remaining meetings and send messages.

Getting started

Event settings

Participants

Publishing

Meetings

Communication

Insights

Billing

Organization

FAQ

How a meeting is created

Status

Expiry and limits

Which slots a participant can request

What you can do with a meeting

Emails to participants

After the event ends and after the page ends

​How a meeting is created

​Status

​Expiry and limits

​Which slots a participant can request

​What you can do with a meeting

​Emails to participants

​After the event ends and after the page ends

How a meeting is created

Status

Expiry and limits

Which slots a participant can request

What you can do with a meeting

Emails to participants

After the event ends and after the page ends