Meetings Overview
Meetings are the core of how organizations connect with members on HeyPeers. This article gives you a high‑level understanding of how meetings work on the platform, including the different meeting platforms, how members register, and the basic lifecycle of a meeting. These concepts will help you navigate HeyPeers confidently as you begin setting up your organization.
Meeting Platforms: HeyPeers vs. Zoom
Your organization can host meetings on the HeyPeers video platform and, if enabled for your account, on Zoom. The platform you use determines how members join and what facilitators see when the meeting begins.
- HeyPeers Platform
All organizations have access to the HeyPeers meeting platform. Meetings run directly inside HeyPeers, and members join from their My Meetings page. Members do not need to install an app in order to join these meetings.
- Zoom Platform (Optional Feature)
If Zoom is enabled for your organization, you’ll see Zoom as an option when creating a meeting. Members still register through HeyPeers, but the Join button opens Zoom instead of the HeyPeers meeting room. Members are encouraged to download the Zoom app for the best experience.
How Members Register for Meetings
Members interact with meetings in a consistent way across the platform. The process is the same whether the meeting is hosted on HeyPeers or Zoom.
STEP 1: Browsing meetings
Members can explore meetings on the Meetings page and on your organization’s meeting calendar. Each meeting appears as a tile showing basic information and a Details button to view the full description.
Members can explore meetings on the Meetings page and on your organization’s meeting calendar. Each meeting appears as a tile showing basic information and a Details button to view the full description.
STEP 2: Registering
🔴Open (not full) Meeting:
A Register button is displayed on the tile. Members click this button to begin the meeting registration process.
🔴Full Meeting:
If the Waitlist option was added to the meeting:
Members will see a Join Waitlist button instead of Register.
🔴Open (not full) Meeting:
A Register button is displayed on the tile. Members click this button to begin the meeting registration process.
🔴Full Meeting:
If the Waitlist option was added to the meeting:
Members will see a Join Waitlist button instead of Register.
If the member joins the waitlist and a spot opens before the meeting starts, the member will be notified. If the waitlist closes, the member may have the option to join through our virtual Standby Room at the meeting start time.
If the Waitlist option was not added:
Members will see Meeting Full, and no additional registrations are accepted.
Members will see Meeting Full, and no additional registrations are accepted.
STEP 3: Payments (if applicable)
If your organization charges a fee for your meetings or collects donations, the member will be prompted for a payment before the registration can be completed.
If your organization charges a fee for your meetings or collects donations, the member will be prompted for a payment before the registration can be completed.
Meeting Reminders
Members receive automated email reminders 2 days and 2 hours before the meeting begins. Members can also choose to receive text‑based (SMS) reminders if they prefer.
Members receive automated email reminders 2 days and 2 hours before the meeting begins. Members can also choose to receive text‑based (SMS) reminders if they prefer.
STEP 4: Joining the meeting
When it’s time to begin, members join from their My Meetings page. The Join button becomes available shortly before the meeting starts.
If the meeting uses pre‑meeting surveys:
Members will complete a short survey before entering the meeting room.
If the meeting uses post‑meeting surveys:
Members will see a brief survey after the meeting ends.
Members will complete a short survey before entering the meeting room.
If the meeting uses post‑meeting surveys:
Members will see a brief survey after the meeting ends.
Attendance
Attendance is tracked automatically when members and group leaders join a meeting. This information appears on the Meeting History page, where you can view attendance counts, see who attended, and export the data for reporting.
🔴What’s Next
Now that you understand the core concepts behind how meetings work on HeyPeers, you’re ready to learn how members connect with your organization and how subscription‑only meetings fit into the overall experience.
Next: Understanding Subscriptions
Now that you understand the core concepts behind how meetings work on HeyPeers, you’re ready to learn how members connect with your organization and how subscription‑only meetings fit into the overall experience.
Next: Understanding Subscriptions