Meetings

Meetings lets you arrange, hold and write up video and audio meetings inside Cooper. You invite teammates, contacts and anyone outside Cooper by email. Everyone gets an invitation with the agenda and a link. Teammates walk straight in. Guests use their personal link, or knock and wait for someone inside to let them in.

When notes are on, Cooper transcribes the meeting. When it ends, Cooper writes up what was decided and the actions people took on, and emails the notes and transcript to everyone who was there. You review the write-up and turn the agreed actions into tasks on a project.

Screenshot pending: The Meetings page with the Past list on the left and the Next 7 days strip on the right

Key conceptsCopy Anchor Link

Open MeetingsCopy Anchor Link

In the sidebar, open Connect and click Meetings. The page opens at /meetings. To open the New meeting form straight away, go to /meetings?new=1.

Every member of your workspace can use Meetings. There is no role permission for it.

You can also arrange a meeting from Chat: click the pencil button at the top of the conversation list and choose New meeting. See Chat.

Find your meetingsCopy Anchor Link

The Meetings page shows, from the top:

1. A strip for meetings happening now or starting within 15 minutes, with Join, Going, Decline, Start now or Cancel.
2. From other companies: meetings other companies invited you to. See Answer an invitation from another company.
3. Your meetings list, with Next up and Next 7 days on the right.

Use the list viewCopy Anchor Link

• Click Upcoming or Past. Live meetings sit at the top of Upcoming under Happening now.
• When you have more than 6 meetings, use Search meetings (matches the title, agenda and host) and the date filter (Any date, Today, This week, This month, or a range).
• Meetings are grouped by day. A repeating meeting shows once, with Show N more to expand it.
• On Past, click Load earlier meetings to go further back.

Each row shows the start time, title, host and agenda, plus badges such as Cancelled, Missed, Declined or Interview. A microphone icon means the meeting is Being recorded or Will be written up automatically. Past rows show the state of the notes: Write-up pending, N to review, N decisions or Written up.

Clicking an upcoming or live row opens the meeting room. Clicking a past or cancelled row opens the meeting page.

Next up shows the live meeting, or the next scheduled one, with Join now, Start or Open room and a button to copy the guest link. Next 7 days shows how many meetings are on each day. Click a day to jump to it in the list.

Use the calendar viewCopy Anchor Link

Click Calendar at the top of the page. Choose month or week, move with the arrows or Today, and filter by All, Scheduled, Live, Finished or Cancelled. Click a day to list its meetings, and click a meeting to open its page.

Cooper remembers which view you used last in this browser.

Schedule a meetingCopy Anchor Link

Screenshot pending: The New meeting panel on step 1 with Schedule selected

Cooper shows Meeting scheduled with who was invited and a Share link you can Copy. Everyone invited gets an email with the agenda and their own link. Click Open the meeting to go to the meeting, or Done.

The meeting uses your browser's time zone. Invitation emails show the time in the meeting's time zone.

Start a meeting nowCopy Anchor Link

1. Click New meeting and switch to Start now.
2. Enter a title and choose how long it Lasts for and Video or Audio only.
3. Click Next →, add people, and click Start meeting.

The meeting opens in a new tab. Everyone you invite gets the link straight away. A meeting started now can't repeat.

Make a meeting repeatCopy Anchor Link

In the Repeats field, choose a preset. The presets are named from the start date:

• Does not repeat (default)
• Every day
• Every weekday
• Every (the weekday), for example Every Tuesday
• Monthly on the (date), for example Monthly on the 21st
• Monthly on the (week and weekday), for example Monthly on the third Tuesday
• Custom

With Custom, set Repeat every (1–52) Day, Weekday, Week or Month, the days of the week (for weekly), and Ends: Never, On a date, or After a number of meetings (up to 500).

Everyone invited gets one email covering the whole schedule, with one link that works for every meeting in it. If a monthly meeting falls on a date that a month doesn't have (for example the 31st), that month is skipped.

Choose how invitations go outCopy Anchor Link

Step 3 appears when your Gmail or Google Calendar is connected.

• Who it comes from: Cooper (sent by CooperBuild on your behalf), or your Gmail address (sent from your own inbox, with your signature; replies come straight back to you).
• Save this to my Google Calendar: adds the meeting to your own calendar. If you move or cancel the meeting, the entry follows. Everyone invited already gets a calendar invitation.

Replies to Cooper's meeting emails go to the host.

Invite people to a meetingCopy Anchor Link

On step 2 of New meeting, search in Search teammates and contacts, or type an email…. Results are grouped:

To make a teammate a co-host, click the crown on their chip. The chip then reads · co-host.

You must add at least one person. A meeting can have up to 50 invitees.

Fields referenceCopy Anchor Link

Answer a meeting invitationCopy Anchor Link

When a teammate invites you, the meeting appears in your list. Click Accept or Decline on the row. In the strip at the top of the page, click Going or Decline. Joining a meeting you haven't answered also accepts it.

The meeting page shows your answer under You: Came, Accepted, Declined or Not answered.

Answer an invitation from another companyCopy Anchor Link

If another company that uses Cooper invites your email address, the meeting appears under From other companies on your Meetings page. You also get a notification.

• Click Accept or Decline. The host sees your answer.
• Click Join when the room opens. The meeting opens in a new tab, and you join as a guest of that company, signed in as yourself, with no form to fill in. Nothing from your own workspace is shared.

You see only what the invitation said: title, time, agenda, host, co-hosts and how many people are invited. You don't see the guest list, the notes or the transcript. When your time zone differs from theirs, the row shows both times.

Join a meetingCopy Anchor Link

When you can get inCopy Anchor Link

• Hosts and co-hosts can open the room at any time.
• Everyone else can join from 5 minutes before the start. Before that you see This meeting hasn't opened yet. Keep the tab open and the join screen appears by itself. If the room is already open, you can ask to join early.
• Teammates walk straight in, invited or not, unless the host turned on Teammates must knock. Then uninvited teammates knock.
• Invited guests walk straight in with their personal link.
• Anyone using the guest link knocks.

A meeting holds up to 100 people at once. The host and co-hosts are never turned away.

You can only be in a meeting from one tab at a time. If it is open in another tab, click Use here to move it to this tab.

Join as a guestCopy Anchor Link

Guests open the link in their invitation (/meeting/join/<token>). No Cooper account is needed.

1. Enter Your name, Email and, optionally, Company, and click Continue. With a personal link, the email is filled in.
2. Check the camera and microphone.
3. Click Join meeting, or Ask to join and wait to be let in.

If the meeting hasn't opened yet, the page counts down and takes the guest in when the room opens. A guest who already has a Cooper account at another company can join as themselves.

Let people inCopy Anchor Link

When someone knocks, everyone inside the meeting sees a card: "… wants to join", with the reason (for example Guest from outside your company or Teammate, not on the invite list).

• Click Admit or Decline. With several people waiting, click Admit all.
• After declining, click Undo to let them in after all.
• Click the × to hide the card. They stay in the People list under Waiting in lobby.
• Click Alert me when someone knocks and I'm in another tab to get a desktop notification.

Anyone in the meeting can let people in. If the host isn't in the meeting yet, Cooper notifies the host and co-hosts that someone is waiting.

Use the meeting controlsCopy Anchor Link

Keyboard shortcuts don't work while you are typing in a box. On a narrow window, the controls move into More meeting options.

Up to 12 people show per page of tiles. Click a tile to spotlight it, and click it again to go back. A shared screen takes the main stage. There is no text chat inside a meeting.

Use the side panelCopy Anchor Link

In People:

• Click Ask to unmute next to someone who is muted. They choose Unmute or Not now. Nobody can unmute you without your say.
• The host or a co-host can click Remove next to a guest.
• The host can add teammates (they are added straight away) or Invite by email (each person gets their own link).
• Click Copy invite link to copy the guest link. To stop an old link working, replace it. Personal links in email invitations keep working.

In Transcript, you can search the transcript, download it, email it to yourself or to everyone in it, read it in another language, and click Make an action item from this line on any line.

Record a meeting and get notesCopy Anchor Link

Cooper doesn't store audio or video. Recording means Cooper transcribes the meeting and, when it ends, writes up the notes and emails them with the transcript.

• If Write this meeting up automatically was on when the meeting was arranged, recording starts by itself.
• Otherwise, click Record this meeting in the room. Click it again to stop. What was recorded is still sent when the meeting ends.

When recording starts, everyone in the room, guests included, sees: "This meeting is being recorded. Notes and the transcript are sent to everyone in this meeting when it ends." The header shows a Recording pill. Not listening in the header means nothing is transcribing the room.

When the meeting ends:

• Everyone who was in the room gets an email with the summary and the full transcript, and a text file of the transcript. Teammates also get it as a chat message, and a link to the meeting page.
• Guests get only the part of the meeting they were in.
• The write-up appears on the meeting page, usually within a minute after the last person leaves.

Leave or end a meetingCopy Anchor Link

• Click Leave to leave. The meeting carries on for the others. Click Rejoin meeting to go back in.
• To end a running meeting for everyone, the host clicks End on the meeting's row on the Meetings page (or Cancel on the banner) and confirms End meeting. Everyone in the room leaves. If the meeting hasn't reached its start time, the people invited are told it is cancelled.

A meeting also ends when everyone leaves. An empty room is kept for 5 minutes.

Book a follow-up meetingCopy Anchor Link

In the room, open the side panel → Info and click Book a follow-up. The New meeting form opens in a new tab with the same people, the same project, and the title "Follow-up: …". The room stays open.

Review the notes and create tasksCopy Anchor Link

Open the meeting page: click a past meeting on the Meetings page.

Screenshot pending: A past meeting's page with the write-up, actions and transcript

Tasks are created unassigned, with the meeting and the recorded owner in the description. Assign them on the project. Actions that became tasks show Task created. Nothing reaches a project until a person does this.

Only people who were in the meeting, and the host, can correct the notes and create tasks. People who were invited but didn't come can read them.

Why there is no write-upCopy Anchor Link

Read or download the transcriptCopy Anchor Link

On the meeting page, open Transcript. Each line shows the time, the speaker and what was said. Click Copy to copy it, or Download to save it as a text file. You can also click Transcript at the top of the page, or the download icon on the meeting's row in Past.

Very long transcripts show only the first lines on the page. Download the file for the rest.

Download attendanceCopy Anchor Link

On the meeting page, under People, click Download attendance (CSV). The file lists each person's name, email, whether they were the host, their invitation answer, whether they came, when they first joined and last left, minutes in the room, and number of visits.

Move a meetingCopy Anchor Link

1. On the meeting's row, click Move this meeting.
2. Pick the New time.
3. For a repeating meeting, choose Move only this one or Move this and all following.
4. Click Move and notify.

Everyone invited is told the new time, by notification and by email. The join link doesn't change. Only the host can move a meeting.

Cancel a meetingCopy Anchor Link

1. On the meeting's row, click Cancel (or Cancel… for a repeating meeting).
2. For a one-off meeting, click Cancel meeting. For a repeating meeting, choose:
   • Only this date: the rest of the schedule carries on.
   • This date and everything after it: earlier ones stay as they were.
   • Stop it repeating: cancels everything still to come. Meetings that already happened keep their notes.
3. Confirm.

Everyone invited gets an email saying it is cancelled. Only the host can cancel a meeting. Meetings scheduled from Recruiting are moved or cancelled in Recruiting.

Restore a cancelled meetingCopy Anchor Link

The host can restore a meeting that was cancelled or ended early, until its planned end time. For example, a 1:00–1:30 meeting can be restored at 1:15 but not after 1:30.

Click Restore on the meeting's row in Past, or on the meeting page. The meeting goes back to Upcoming with the same people, link and time, and invitees are told it is back on. Cancelling one or more meetings of a repeating schedule can't be undone.

Edit a repeating meetingCopy Anchor Link

1. Open the meeting page and click Edit series.
2. Change the Title, Agenda, Length (minutes) or Write these up automatically.
3. Click Save changes.

Changes apply to this meeting and every one after it. Meetings that already happened keep their title and notes. To change the time of day, use Move this meeting → Move this and all following.

Change who runs a meetingCopy Anchor Link

1. Open the meeting page and click Access.
2. Under Co-hosts, search for teammates and click Make co-host, or remove a co-host.
3. Turn Teammates must knock on or off.
4. Click Save.

Only the host can do this, and only before the meeting has finished.

Send a guest a new personal linkCopy Anchor Link

If an invitation went to the wrong person, open the meeting page. Under People, click Send a new personal link next to the guest, then Send new link. Their old link stops working straight away. Everyone else keeps their own link. The host and co-hosts can do this until the meeting ends.

Link a meeting to a projectCopy Anchor Link

On the meeting page, click Link a project (or Change) next to the project name, pick the project and save. The meeting's notes are filed into that project's Knowledge Graph, and its action items can become tasks on it. If you change the project later, the notes move with it. For a repeating meeting, only this meeting changes.

The host and co-hosts can change the project.

Share a meeting linkCopy Anchor Link

• Copy link on the meeting page copies the guest link while the meeting can still be joined, and the meeting page's address after that.
• The copy icon on a meeting's row, and on Next up, copies the guest link.

Anyone with the guest link waits until someone inside lets them in.

Meeting notices and the meeting bannerCopy Anchor Link

• When a meeting you are invited to is starting, a card appears at the bottom right of Cooper: Meeting starts soon or Meeting starting now, with Later and Join meeting.
• From an hour before a meeting until 15 minutes after it starts, a banner under the header shows the meeting with Open meeting (and Cancel for the host).
• While you are in a meeting in another tab, the banner shows You are in this meeting — it is open in another tab, with Return to meeting and Leave.

PermissionsCopy Anchor Link

There is no role permission for Meetings. Every member of your workspace can see the Meetings page and arrange meetings. Inside a meeting:

Transcripts can be deleted automatically after a set number of days if a Cooper super admin turns on chat clean-up. See Chat.

Tips and best practicesCopy Anchor Link

• Write an agenda. It goes out in the invitation, so people come prepared.
• Pick a project when you arrange the meeting. The write-up files into it and the task form is pre-filled.
• Make a teammate co-host so the meeting can start and guests get let in if you are late.
• Review the write-up the same day, while you remember what was agreed.
• Use one repeating meeting for a weekly site meeting instead of arranging it each week. Everyone gets one email and one link.

TroubleshootingCopy Anchor Link

For AI agentsCopy Anchor Link

Use these CooperBuild MCP tools to work with Meetings. Tools that change something preview first: call with confirm: false (the default), show the user the preview, then call again with confirm: true.

Rules to follow:

• Always tell the user who the host will be. The meeting is created as the person you are acting for.
• Give scheduledFor with a time zone. Times without one are refused.
• Only the host can change a meeting. Any invitee can rsvp.
• cancel on a live meeting ends it for everybody. cancel_series never touches past meetings.
• Actions in notes marked proposed are not tasks yet. A draft write-up hasn't been checked by a person. Only create tasks for actions the user confirms.
• meeting_share by text message needs the user's Cooper Communications → Text Messaging permission.

Common errors:

Point people to the meeting page with /meetings/<id>, not the room (/meeting/<id>), unless they want to join right now.

RelatedCopy Anchor Link

• Chat — arrange a meeting with the people you are already talking to, and call from a conversation.
• Action items — where meeting actions are tracked.
• Phone — calls and texts to people outside Cooper.
• Settings — connect Gmail and Google Calendar for meeting invitations.