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Creating, Editing & Canceling Meetings

Last Update il y a 24 jours

How to Create a Meeting How to Edit a Meeting How to Cancel a Meeting Meeting Templates How to Create a Meeting Series

How to Create a Meeting

Organizations can create meetings directly from the management module. The meeting creation form includes all the details you need to set up your session, including the topic, description, schedule, Group Leaders, surveys, and optional documents. This guide explains each field so you can configure your meeting according to your organization’s needs.

Access

Accessible by Administrators, Coordinators, and Peer Supporters
In the Organization Management Module, select Meetings from the sidebar menu. In the drop‑down menu, select Upcoming.

The Upcoming Meetings page will be displayed. All current and upcoming meetings will be displayed here.

To learn more about the features and information available on this page, see Upcoming Meetings Page.

Select +Create New Meeting.

The Create a Meeting page will be displayed.

Creating a Meeting

The Create a Meeting form is organized into clear sections to help you set up your meeting step by step. Each section focuses on a specific part of the meeting setup (details, schedule, Group Leaders, surveys, and documents) and this article follows that same structure. 

Section 1: Meeting Details 

Meeting Topic / Category
  • Select the main lived‑experience focus for the meeting. 
  • If the topic is not listed, choose General or Other.

Conversation Name
  • Enter the name of your meeting. 


Support Topic (Optional)
  • Add a secondary topic if your meeting has a more specific focus.
  • Note: this information is for internal use only. It is not displayed on meeting calendars.

Special Focus (Optional)
  • Use this field if your meeting has an additional emphasis or theme.
  • Note: this information is for internal use only. It is not displayed on meeting calendars.

Max Registrants (not including Group Leaders)
  • Set the maximum number of participants who can register for the meeting. 
  • This number should not include Group Leaders.

Group Meeting vs 1‑on‑1 Coaching
  • Choose whether the session will be a group meeting or a one‑on‑one coaching session.
  • When selecting 1on1 Coaching, the Max Registrants field is automatically changed to one.

Price to Join
  • If your organization charges for meetings, enter the price here. Leave blank for free meetings.

  • Learn more: Collecting Meeting Fees


Location
This field determines which meeting platform will be used.
  • If your organization is enabled for Zoom meetings, you will see a dropdown with two options: HeyPeers and Zoom.
  • If your organization is not enabled for Zoom meetings, this field is hidden and the meeting location defaults to HeyPeers.
Additional fields appear or hide automatically based on the selected location.

Private (optional)
  • Check this option if the meeting requires a password to join. Leave empty for publicly accessible meetings.


Exclusive (optional)
  • Check this option if the meeting should appear only to members of your organization.
  • Leave empty to display the meeting on the public calendar.


Allow Donations (optional)
For Zoom meetings:
Selecting this option displays a Donation Page immediately after the meeting ends. Participants will see the Donation Page first, followed by any post‑meeting survey that has been activated for the meeting.
For HeyPeers meetings:
Selecting this option enables two donation touchpoints:
  1. A Donation option appears inside the meeting on the white HeyPeers menu bar at the top of the meeting window.
  2. A Donation Page is displayed immediately after the meeting ends, followed by any post‑meeting survey activated for the meeting.
Enable Wait Room (optional)
  • Check this option if you want Group Leaders to control who may enter the meeting. When the wait room is enabled, participants are placed in a holding area and can only enter after a Group Leader admits them.
HeyPeers Meetings

HeyPeers always enforces host presence required. For participants, the JOIN button on the Meeting Join page is disabled until the Group Leader arrives. Only after host presence is satisfied does the wait room setting determine how participants enter.

After the Group Leader enters the meeting:
  • If Wait Room is ON:
    Participants are placed into the HeyPeers wait room and must be admitted individually.
  • If Wait Room is OFF:
    Participants enter the meeting automatically once the Group Leader is present.
Learn more: Host Presence Required to Enter a HeyPeers Meeting
Zoom meetings

Zoom behaves differently. Zoom does not enforce host presence first and then wait room second. Instead, Zoom uses one of two entry models, depending on the wait room setting.
  • Wait Room ON:
    All participants enter the Zoom waiting room immediately, even if the host has not yet joined. The host admits them manually.
  • Wait Room OFF:
    Once the host joins, all waiting participants enter automatically.
Enable breakout rooms (optional)
(displayed only when Location = HeyPeers)
  • Check this option to allow Group Leaders to use breakout rooms during the HeyPeers meeting. 
  • When enabled, breakout room controls appear inside the HeyPeers meeting window. 
    Learn more: Using breakout rooms in your HeyPeers meeting
  • Zoom meetings always include breakout room functionality automatically, so no setting is required during meeting creation.
Enable Waiting List
  • Check this option to create a waitlist when the meeting reaches maximum registrants. 
  • If a registered participant cancels, the system automatically invites the next person on the list. 
  • This also activates the meeting standby room.
  • Learn more: Meeting Waitlist: How it Works and Meeting Standby: How it Works

Enable Donation at Registration
  • Check this option if you want participants to be able to add a donation during meeting registration.
  • Learn more: Collecting Meeting Fees

Meeting Description
  • Enter a clear, member‑facing description of your meeting. 
  • This text appears on the meeting’s detail page and helps participants understand the purpose, format, and focus of the session. Use language that helps participants understand the purpose and format of the session.

Comments (Optional) 

  • Add any internal notes you want your Group Leaders or organization staff to see. Comments are not visible to members and are used only for internal coordination or reminders related to this meeting.

Section 2: Schedule

Select Meeting Duration (required)
  • Choose the length of the meeting using the Hours and Minutes dropdowns.
  • The meeting end time is calculated automatically based on the duration you select.
Start Time (required)
  • Set the date and time for the meeting. Click the field to open the date picker.
  • Enter the date/time based on your own local time zone (as set in your member profile).

Recurrence (optional)
  • Check this option if the meeting should repeat daily or weekly. This allows you to create a meeting series.

  • Once checked, additional fields open.

  • Recurrence pattern
    Select daily or weekly

  • Weekly Options
    (displayed only when Weekly is selected)
    When Weekly is selected, an additional field appears:
    • Recur every X week(s) on:
      Choose how many weeks should pass between meetings (for example, every 1 week).
      Then select the day(s) of the week the meeting should occur. You can choose one or multiple days.
    This allows you to create weekly patterns such as every Monday, or every Tuesday and Thursday, or every 2 weeks on Wednesday.

  • Range of recurrence
    Input the start and end dates of the series (You can create a maximum of 13 meetings in a meeting series)

  • Allow members to register for upcoming sessions
    When enabled, members who register for one meeting in this series can also register for upcoming sessions from the registration success page.

Section 3: Group Leaders 

Group Leader

  • Select the primary Group Leader from the dropdown list.

Backup Group Leader (Optional)
  • Add a second Group Leader who can lead the meeting if the primary leader is unavailable or as an additional group leader in the meeting.
 
2nd Backup Group Leader (Optional)
  • Add a third Group Leader for additional coverage.

Section 4: Surveys 

Post Meeting Survey (optional)

  • Select the survey that participants will complete after the meeting ends.

Show survey within meeting session (optional)
(HeyPeers only)
  • Turn this option ON to display a Survey button in the white HeyPeers menu bar at the top of the meeting window.
  • Participants can click this button during the meeting to access the post‑meeting survey link.

Pre‑meeting Survey (optional)
  • Turn this option ON if participants should complete a survey before the meeting begins.

Remind participants to submit feedback (optional)

    Turn this option ON to send automated reminders to attendees who have not completed the post‑meeting survey.
    When enabled:

    • If the member has not signed into HeyPeers for three days, a reminder email is sent.
    • A reminder banner appears on the member dashboard.
    Learn more: Post‑Meeting Survey Reminders

    Note: This feature must be activated for your organization by your HeyPeers account manager.

    Section 5: Documents 

    Add Document (optional)
    • Attach documents you want to share with attendees during the meeting. 
    • These documents are pulled from your organization’s resource library.

    Submit

    After reviewing all sections of the form, click Submit at the bottom of the page.

    Your meeting is now created and will appear in your organization’s Upcoming Meetings list.

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