# Meetings

> Schedule or start video and audio meetings with your team and outside guests, let people in, and turn the automatic write-up into decisions and project tasks.

Source: https://docs.cooperbuild.ai/connect/meetings
Last updated: 2026-10-05
Keywords: meetings, video meeting, video call, audio meeting, schedule meeting, recurring meeting, meeting invite, guest link, lobby, knock, co-host, transcript, meeting notes, meeting minutes, ai notetaker, write-up, action items, follow-up meeting

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.

![The Meetings page with the Past list on the left and the Next 7 days strip on the right](https://docs.cooperbuild.ai/screenshots/connect/meetings-home.png)

*Screenshot: The Meetings page. 1: New meeting, 2: List and Calendar views, 3: Upcoming and Past, 4: a meeting row, 5: Next 7 days.*

## Key concepts

| Term | Meaning |
|---|---|
| **Meeting page** | The record of a meeting at `/meetings/<id>`: agenda, people, write-up and transcript. Opening it never turns on your camera. |
| **Meeting room** | The live meeting at `/meeting/<id>`. It opens in its own browser tab, with no sidebar. |
| **Host** | The person who arranged the meeting. Only the host can move, cancel, restore or change access. |
| **Co-host** | A teammate the host chose to help run the meeting. Co-hosts can open the room early, let people in and manage the link. |
| **Teammate** | A member of your workspace. Teammates walk straight into a meeting unless the host turned on **Teammates must knock**. |
| **Guest** | Anyone outside your workspace: clients, consultants, subcontractors. |
| **Personal link** | The link in each emailed invitation. It belongs to one invitee and lets them walk straight in when the meeting opens. |
| **Guest link** | The general link you copy and share. Anyone who uses it knocks and waits to be let in. |
| **Knock** | Asking to join. People inside the meeting see who is waiting and click **Admit** or **Decline**. |
| **Notes** | The automatic write-up: **What was decided**, context, and **Actions**. Produced from the transcript after the meeting ends. |
| **Transcript** | The written record of what was said, line by line, with speaker names. |
| **Repeating meeting** | A schedule (for example every Tuesday). Each occasion is its own meeting with its own notes. |

## Open Meetings

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](https://docs.cooperbuild.ai/connect/chat.md).

## Find your meetings

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](#answer-an-invitation-from-another-company).
3. Your meetings list, with **Next up** and **Next 7 days** on the right.

### Use the list view

- 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 view

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 meeting

### Step 1: Open the form
Click **New meeting** at the top right of the Meetings page.

### Step 2: Describe the meeting
Leave the switch on **Schedule**. Enter a title (for example "Shop drawings review") and an agenda. The agenda goes out in the invitation email.

### Step 3: Choose a project and notes
Pick a **Project** if the meeting is about one job. Leave **Write this meeting up automatically** on to get notes and a transcript. Turn on **Teammates must knock** if uninvited teammates should wait to be let in.

### Step 4: Pick the time
Under **When**, use a **Jump to** shortcut (**In 15 min**, **In 30 min**, **In 1 hour**, **Tomorrow 9 AM**, **Tomorrow 2 PM**) or pick a date and time in **Starts**. Choose how long it **Lasts for**. Under **Meet with**, choose **Video** or **Audio only**. Click **Next →**.

### Step 5: Invite people
Search for teammates and contacts, or type a full email address and click **Add**. See [Invite people](#invite-people-to-a-meeting).

### Step 6: Send
Click **Schedule & invite**. If your Gmail or Google Calendar is connected, click **Next →** first to choose how the invitation goes out.

![The New meeting panel on step 1 with Schedule selected](https://docs.cooperbuild.ai/screenshots/connect/meetings-new.png)

*Screenshot: New meeting. 1: Schedule or Start now, 2: title and agenda, 3: Repeats, 4: notes switch, 5: When, 6: Next.*

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 now

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 repeat

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 out

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 meeting

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

| Group | What happens |
|---|---|
| **In your organization** | Teammates. They join straight away. |
| **Your contacts on Cooper** | Contacts who use Cooper at another company. Invited by email. |
| **Your contacts without an account** | Contacts who don't use Cooper. Invited by email. |
| **Invite** (email) | Type anyone's full email address to invite them. |
| **AI agents** | Agents that join when the meeting starts and answer out loud when called by name. Up to 3 per meeting. |

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 reference

| Field | Required | What it means |
|---|---|---|
| **Schedule** / **Start now** | Yes | Schedule for later (default) or open the meeting immediately. |
| Title | Yes | The meeting name, up to 120 characters. |
| Agenda | No | What you want to get through. Sent in the invitation. Up to 2,000 characters. |
| **Repeats** | No | Whether and how the meeting repeats. Schedule only. |
| **Project** | No | The project the notes and action items land on. |
| **Write this meeting up automatically** | No | On by default. Transcribes the meeting and produces notes. Everyone invited is told on the invitation. |
| **Teammates must knock** | No | Off by default. When on, teammates who aren't invited wait to be let in. |
| **Starts** | Yes (Schedule) | Date and time, in 15-minute steps. Defaults to the next half-hour slot at least an hour from now. Up to a year ahead. |
| **Lasts for** | Yes | 15, 30 (default), 45 min, or 1, 1.5 or 2 hours. |
| **Meet with** | Yes | **Video** (default) or **Audio only** (no cameras at all). |
| People | Yes | At least one person. Teammates, contacts, email addresses and AI agents. |
| **Who it comes from** | No | **Cooper** or your Gmail. Shown when Gmail is connected. |
| **Your calendar** | No | Add the meeting to your own Google Calendar. Shown when Google Calendar is connected. |

## Answer a meeting invitation

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 company

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 meeting

### Step 1: Open the room
Click **Join** (live), **Start** (if you are the host) or **Open** on the meeting's row, or **Join meeting** on the notice Cooper shows when a meeting is starting. The room opens in its own tab. If the meeting is already open in a tab, Cooper brings that tab forward.

### Step 2: Check your camera and microphone
Turn **Mic** and **Camera** on or off, choose your **Microphone**, **Speaker** and **Camera**, and pick a background (**None**, **Blur** or **Backdrop**). Cooper shows who is already inside. Nobody sees or hears you yet.

### Step 3: Join
Click **Join meeting**. If you have to knock, the button reads **Ask to join**, and you see **Waiting to be let in** until someone inside admits you.

### When you can get in

- **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 guest

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 in

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 controls

| Control | What it does |
|---|---|
| Microphone | **Mute microphone** / **Unmute microphone**. Shortcut `M`. |
| Speaker | **Mute others** / **Unmute others**. Silences the meeting on your device only. |
| Camera | **Turn camera off** / **Turn camera on**. Shortcut `V`. |
| **Captions** | Shows live captions. An AI agent must be in the room to transcribe. |
| **Recording** | Starts or stops recording. See [Record a meeting](#record-a-meeting-and-get-notes). Shown only to people who can record. |
| Share screen | **Share your screen** / **Stop sharing your screen**. Not available on phones. |
| Hand | **Raise your hand** / **Lower your hand**. Shortcut `H`. |
| Reactions | **Send a reaction**: 👍 👏 😂 😮 ❤️ 🎉. |
| Full screen | **Full screen** / **Leave full screen**. |
| Side panel | **Show people and agents**. Shows a badge when people are waiting to be let in. |
| Settings | **Audio and video settings**: microphone, speaker, camera and background. |
| **Leave** | Leaves the meeting. The meeting carries on for everyone else. |

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 panel

| Tab | What it shows |
|---|---|
| **Info** | Date, time elapsed, people, meeting details, the invite link, **Book a follow-up** and keyboard shortcuts. |
| **People** | Who is waiting, who is in the room, and who is speaking or muted. Add people and manage the invite link here. |
| **Agents** | The AI agents in the meeting (when agents are on for your workspace). |
| **Transcript** | The live transcript (when agents are on for your workspace). |

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 notes

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 meeting

- 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 meeting

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 tasks

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

![A past meeting's page with the write-up, actions and transcript](https://docs.cooperbuild.ai/screenshots/connect/meetings-detail.png)

*Screenshot: The meeting page. 1: header buttons, 2: What was decided, 3: Actions with checkboxes, 4: Transcript, 5: People.*

### Step 1: Check the write-up
The write-up shows **Written automatically. Nobody has checked it yet.** Read **What was decided** and the context.

### Step 2: Correct it if needed
Click **Correct this**. Edit or remove decisions, click **Add a decision**, edit the context, and click **Save**. The write-up then shows **Checked by a person on …**.

### Step 3: Pick the actions to keep
Under **Actions**, tick the actions that were really agreed. Each shows its owner and due date when one was said. **not matched to anyone** means the name didn't match exactly one person in the meeting.

### Step 4: Send them to a project
Click **Create N tasks**. Choose the **Project** (defaults to the meeting's project), **Deliverable** and **Task type**, then click **Create N tasks**.

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-up

| Message | What it means |
|---|---|
| **This meeting was not recorded** | Nothing was transcribed. Turn on notes when you arrange the meeting, or press Record in the room. |
| **The meeting is still running** | The write-up is produced once everybody has left. Click **Check again** later. |
| **The write-up is being written** | Usually takes under a minute after the last person leaves. |
| **There was nothing to write up** | Too little was said. The transcript is below. |
| **No write-up for this meeting** | It was transcribed, but notes were never switched on. |

## Read or download the transcript

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 attendance

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 meeting

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 meeting

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 meeting

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 meeting

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 meeting

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 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 project

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 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 banner

- 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**.

## Permissions

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

| Action | Who can do it |
|---|---|
| Move, cancel, end, restore, edit the series, change access | Host |
| Open the room early, manage the link, send a new personal link, change the project | Host and co-hosts |
| Let people in or decline them | Anyone in the meeting |
| Remove a guest from the room | Host and co-hosts |
| See the people invited | People on the meeting. Others in your workspace see a limited view and can still join. |
| Read the notes and transcript | The host, co-hosts, people invited, and anyone who attended |
| Correct the notes and create tasks | The host and people who attended |

Transcripts can be deleted automatically after a set number of days if a Cooper super admin turns on chat clean-up. See [Chat](https://docs.cooperbuild.ai/connect/chat.md#chat-clean-up-message-retention).

## Tips and best practices

- 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.

## Troubleshooting

### It says This meeting hasn't opened yet

You can join from 5 minutes before the start. Keep the tab open and the join screen appears by itself. Only the host and co-hosts can open the room earlier.

### I'm stuck on Waiting to be let in

Someone inside has to admit you. If the host hasn't joined yet, they have been told you are waiting. Keep the tab open; you join automatically once admitted.

### My camera or microphone is blocked

Your browser is blocking Cooper. Click the lock icon in the address bar, allow the camera or microphone, and click **Try again**. If another app is using the device, close it or pick a different one under **Devices**. You can also join without it.

### Could not connect to the meeting

The network you are on may be blocking calls. Click **Try again**, or switch networks.

### This meeting is full

A meeting holds 100 people at once. Try again when somebody leaves.

### A guest's link says it was replaced or is no longer available

The host replaced the guest link or sent the guest a new personal link. Send them the current link.

### There are no notes for my meeting

Notes need a transcript. Turn on **Write this meeting up automatically** when you arrange the meeting, or press **Record this meeting** in the room. The write-up appears after everyone has left. If too little was said, there is nothing to write up.

### I can't move or cancel a meeting

Only the host can. Meetings scheduled from Recruiting are moved or cancelled in Recruiting.

### Restore is missing

Only the host can restore, and only until the meeting's planned end time.

## For AI agents

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`.

| Tool | Use it for | Key parameters |
|---|---|---|
| `meeting_browse` | Read-only. `list` meetings, `get` one meeting (people with their answer and attendance, co-hosts), `notes` (the write-up), `transcript`, and `find_people` to look up who to invite. | `action`; `meetingId`; `includePast`; `fromOtherCompanies`; `query` (at least two characters) |
| `meeting_manage` | `create`, `reschedule`, `reschedule_series`, `cancel`, `cancel_series`, `add_people`, `set_access` and `rsvp`. | `title`, `scheduledFor` (with a time zone) or `startNow`, `recurrence`, `emails`, `humanIds`, co-hosts, `teammatesMustKnock`, `agentIds` (up to 3), `autoNotes` (on by default), `projectId`, `sendFrom` (`cooper` or `gmail`), `addToMyCalendar`, `confirm` |
| `meeting_share` | Send a meeting's link by email, text message (CRM contacts only) or chat. | `meetingId`; `emails` (up to 50); `smsHumanIds` (up to 10); `chatConversationIds` / `chatUserIds` (up to 25); `note` (up to 300 characters); `confirm` |
| `meeting_notes_act` | `correct` the write-up (replaces context, decisions and actions and marks it reviewed) or `approve_actions` to turn actions into project tasks. | `meetingId`; `actionIds`; `projectId` (unless the meeting has one); `deliverableId`; `taskType` |

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:

| Error | Fix |
|---|---|
| `TITLE_REQUIRED` / `WHEN_REQUIRED` | Ask the user for the title or the time. |
| `TIMEZONE_REQUIRED` / `INVALID_TIMEZONE` | Pass the time with a valid IANA time zone, for example `America/New_York`. |
| `TIME_IN_PAST` | Pick a time in the future. |
| `STARTNOW_CANNOT_REPEAT` | A meeting started now can't repeat. Schedule it instead. |
| `TOO_MANY_PEOPLE` | A meeting can have up to 50 invitees. |
| `PROJECT_NOT_FOUND` / `PROJECT_REQUIRED` | Look the project up first, or pass `projectId` when the meeting has no project. |
| `DESTINATION_REQUIRED` | `approve_actions` needs `deliverableId` and `taskType`. |
| `OCCURRENCE_REQUIRED` | Say which meeting of the repeating schedule to change. |
| `NO_RECIPIENTS` / `NOTHING_SENT` | Give at least one email, contact or chat to share with. |

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

## Related

- [Chat](https://docs.cooperbuild.ai/connect/chat.md) — arrange a meeting with the people you are already talking to, and call from a conversation.
- [Action items](https://docs.cooperbuild.ai/connect/action-items.md) — where meeting actions are tracked.
- [Phone](https://docs.cooperbuild.ai/connect/phone.md) — calls and texts to people outside Cooper.
- [Settings](https://docs.cooperbuild.ai/connect/settings.md) — connect Gmail and Google Calendar for meeting invitations.