Meeting Standby: How It Works
Fill empty seats with waitlisted subscribers
Meeting Standby gives waitlisted subscribers a second chance to join your meeting when seats open up, usually because of no‑shows. Subscribers who were already on the waitlist can enter a virtual Standby Room, where they wait to see if seats become available. The Group Leader choose whether to offer seats and how many.
Standby is designed to be simple, fair, and time‑limited so the Group Leader can focus on facilitating the meeting.
Standby is designed to be simple, fair, and time‑limited so the Group Leader can focus on facilitating the meeting.
Standby Workflow
Meeting Standby creates a simple, time‑limited flow that connects waitlisted subscribers with any seats that become available at the start of a meeting. Here’s how the process works between subscribers and Group Leaders:
① Subscribers on the waitlist enter the Standby Room
② Subscribers wait for seats to be offered
③ The Group Leader determines how many seats can be offered
⑤ Seats are offered to subscribers in the Standby Room
⑥ Subscribers must accept the seat to join the meeting
① Subscribers on the waitlist enter the Standby Room
- Ten minutes before the meeting begins, waitlisted subscribers see a Join Standby button and can enter the Standby Room.
② Subscribers wait for seats to be offered
- While in the Standby Room, subscribers see real‑time updates indicating whether seats are being offered.
③ The Group Leader determines how many seats can be offered
- Opening seats is optional. The Group Leader decides whether seats are available based on attendance and meeting capacity.
- In the Standby Management page, the Group Leader inputs the number of seats to offer during the 20‑minute Standby window.
⑤ Seats are offered to subscribers in the Standby Room
- Seats are offered automatically in waitlist order, but only to subscribers who are currently in the Standby Room.
⑥ Subscribers must accept the seat to join the meeting
- When invited, a member has 2 minutes to accept the seat.
Activation
Standby activates automatically when the Enable Waiting List option is turned on for a meeting.
You can enable the waitlist when creating or updating a meeting.
The Standby Window (20 Minutes Total)
The Standby Room is only available during a specific time window:
Once the Standby Room closes:
- Opens: 10 minutes before the scheduled meeting start time
- Closes: 10 minutes after the meeting begins
Once the Standby Room closes:
- Subscribers cannot enter
- Subscribers cannot accept seats
- Group Leaders cannot offer seats
What Group Leaders See
Upon clicking the meeting's Join button on any calendar, the Group Leader is brought to the Meeting Join page. The Settings menu in the top left corner of the page gives the Group Leader the option to enter the Standby Room.
Upon selecting the Standby Room option, the group leader’s Manage Standby Room page will be opened in a new window. On this page, the group leader will input how many seats are being offered to subscribers in the standby room. This page will also display the number of subscribers waiting in the standby room.
The group leader selects the total number of seats to be offered in the section titled Seats for the Standby Room. Clicking on Save activates the process of offering these seats to subscribers in the standby room.
How Subscribers Enter the Standby Room
Only subscribers who were already on the waitlist can enter the Standby Room. Subscribers who were not on the waitlist will never see the Join Standby option.
Ten minutes before the meeting starts, waitlisted subscribers see a Join Standby button on their My Meetings page.
Ten minutes before the meeting starts, waitlisted subscribers see a Join Standby button on their My Meetings page.
Clicking on the Join Standby button brings the member into the Standby Room. There they wait for seats to become available.
What Members Experience in the Standby Room
The waiting area on the Meeting Standby Room page is where all the action will take place. Here, subscribers will be able to get a real-time status of the group leader’s actions.
Standby Status
The Standby Status bar gives the member a general status of what is taking place.
The Standby Status bar gives the member a general status of what is taking place.
- Before seats are offered
Subscribers see a message indicating that the system is monitoring for open seats
- When seats are being offered
Subscribers see a message indicating that seats are available.
- When a seat is offered to the subscriber
The message changes to You are Invited, and the subscriber will see a Join button. They must click Join to accept the seat and complete registration.
Seat Hold Time (2‑Minute Window)
When a subscriber is offered a seat, that seat is held for 2 minutes. During this time, only that subscriber can accept it.
If the subscriber does not click Join within the 2‑minute window:
When a subscriber is offered a seat, that seat is held for 2 minutes. During this time, only that subscriber can accept it.
If the subscriber does not click Join within the 2‑minute window:
- The seat is released
- It is automatically offered to the next person in waitlist order
- This continues until either someone accepts the seat or no one else is in the Standby Room
Viewing Standby Room Activity
To see how the Standby Room was utilized by group leaders and subscribers, visit the Meetings History page. The meeting record will display how many seats were offered by the group leader and how many were accepted by subscribers.
Clicking on either the Standby Accepted or Standby Offered number opens the Standby details, where you can see:
- who was offered a seat
- who accected a seat
- who attended the meeting
