Upcoming Meetings Page
The Upcoming Meetings page is your workspace for managing all scheduled sessions for your organization. From this page, you can:
- View the calendar of current and upcoming meetings
- Create, edit, and cancel meetings
- Group leaders can join meetings directly
- See the meeting’s virtual location (HeyPeers or Zoom)
- View registration and waitlist rosters to track attendance
Access
Accessible by Administrators, Coordinators, and Peer Supporters
Available actions vary by role. For details, see the Team Roles and Permissions
To open this page, select Meetings from the sidebar menu in the Organization Management module. In the drop‑down menu, select Upcoming.
Page Layout
All upcoming meetings for your organization are listed in a table.
Columns appear from left to right as follows:
- Name
The meeting title. This is the name members see on the meeting calendar. - Timings
The meeting date and time, displayed in the time zone of the team member viewing the page. - JOIN Link for Team Users
When it is time to enter the meeting, a JOIN link appears beside the meeting’s date and time. All team users can see this link.
- If an assigned group leader or backup leader clicks the link, they enter the meeting in their leader role.
- If any other team user clicks the link, they will be registered for the meeting as a participant and brought into the meeting (or waiting room) as a regular attendee.
- If the meeting is full, the user will see the message:
“This meeting is full. Please try a different meeting.”
The JOIN link becomes visible 15 minutes before the meeting begins and remains available for the duration of the meeting. - Host(s)
The group leaders and backup leaders assigned to the meeting.
- Location
The virtual meeting location:
- HeyPeers - the meeting will take place using the HeyPeers embedded meeting app
- Zoom - the meeting will take place on Zoom - Registered
The current number of people registered for the meeting. - Waitlist
The number of people on the waitlist. If the waitlist was not enabled for the meeting, this column will be blank.
Options Menu
Each meeting row includes an Options button. The actions available depend on the user’s team role.
- Edit
Edit the meeting's settings and details.
- All roles see this option.
- Facilitators and peer supporters only see Edit if they created the meeting. - Invite
Send an invitation to a member or team member to register for the meeting.
- This sends a link to the HeyPeers meeting registration page - not the meeting link.
- The invitee must still register and, if applicable, pay the meeting fee.
- Register Someone
Manually add a member to the registration roster. This bypasses:
- Meeting Registration Limits (up to a cap of 45)
- Meeting Payment Requirements (payment must be handled offline)
- Individual Meeting Registration Limits
Available to administrators and facilitators only. - Emergency Meeting Join
This gives an administrator the ability to enter a meeting without being listed as the group leader or being registered for the meeting. For details, see Emergency Meeting Join.
- New Announcement
Administrators can send email announcements to members who are registered for the meeting, waitlisted, or have joined the meeting. For details, see Meeting Announcements.
Search Bar
A search field appears above the list of meetings.
Users can search for meetings by name or any words found in the meeting description.
Create a New Meeting
A Create New Meeting button appears in the top‑right corner of the page.
This opens the Create a Meeting page to schedule a single or a series of meetings. For more instructions on scheduling a meeting, please visit How to Schedule a Meeting.