Schedule an Online Meeting and Choose Who Is Invited
Use New meeting on Meetings to set title, date, time, length, type, invitees (roles, departments, individuals) and security options; invitees are notified and the share dialog opens.
For School administrators, HR managers. Updated 2026-10-09.
Overview
Meetings hosts video meetings. Select New meeting to open "Schedule a meeting". Fields: Meeting title (2 to 160 characters), Date, Starts at (half-hour slots from 06:00), Length (15 minutes up to 3 hours), Type (General meeting, Staff meeting, Interview, or Meeting with outside people) and optional Agenda or notes.
Under Who is invited you can pick Whole groups (by role, with counts), Departments, and Individuals; the form shows how many people will be invited and notified. Invitees are staff accounts only (teachers, employees, accountants, admins, directors, HR managers, transport, health and bookstore staff).
Options: Protect with a passcode (a 6-character code is generated for guests; invited staff join without it) and Let outside guests join (anyone with the link and passcode, no account needed), with a Use a waiting room for guests switch that is on by default.
You must either invite at least one person or allow guests, otherwise you see "Choose who the meeting is for, or allow guests to join through the link." A meeting cannot be scheduled in the past. The title and a date are required. Saving sends an in-app notification "You are invited to a meeting" to each invitee and opens the Share this meeting dialog.
Creating needs the “add meeting” permission, which Admins and HR managers have; those users become the host. Durations in the data model range from 10 to 720 minutes.
Before you start
- The “add meeting” permission permission (Admin or HR Manager)
- Video meetings must be configured for the platform (otherwise joining returns "Video meetings are not set up yet")
Steps
- Open Meetings from the sidebar
- Select New meeting
- Enter the Meeting title, Date, Starts at, Length and Type
- Under Who is invited, pick roles, departments or individuals
- Turn on Let outside guests join if non-staff will attend; keep the waiting room and passcode on for safety
- Select Schedule meeting
- Copy the invitation from the Share this meeting dialog and send it
Common problems
Schedule meeting stays disabled
You need a title of at least 2 characters, a date, and either at least one invitee or Let outside guests join switched on.
Error "A meeting cannot be scheduled in the past"
Pick a date and start time that is now or later.
Parents or students cannot be invited
Meeting invitations go to staff accounts only. Use Let outside guests join with the guest link and passcode for anyone else.
There is no New meeting button
Only users with the “add meeting” permission (Admin, HR Manager) can schedule meetings. Other staff can join meetings they are invited to.