Help / Dashboard & data

Meetings

Meetings is the central list of every booking, upcoming and past, across all your event types (and, for admins, across the organization). It's where you look someone up, reschedule or cancel on their behalf, mark a no-show, or pull the data out as a spreadsheet.

What it is

Each row is one booking: the time, the event type (carrying any tags on it), the host, the invitee (name + email), the status, the duration, and when it was booked. Rows sit under date headings. Across the top:

• Upcoming / Past / By Date: switch between what's coming, what's done, or a specific date range.
• Filters: opens the filter panel: narrow by status (confirmed, canceled, rescheduled, no-show, and Needs review), by event type, by host, and by tag.
• Export CSV: download the currently filtered list as a CSV file (one row per booking, with the invitee's answers), useful for reporting or importing into another tool. See CSV exports below.

Zoom

What you can do with a booking

• Reschedule it to a new time (the invitee is notified, and for round-robin bookings the host may be re-picked depending on the team's policy).
• Cancel it (the invitee gets the cancellation email; the calendar event is removed).
• Change the host: hand the meeting to a colleague without canceling and rebooking. Admins and managers only; see Changing the host.
• Mark a no-show: records that the invitee didn't turn up; this feeds the no-show count on Analytics.
• Open the invitee's contact to see their full meeting history with you.

Invitees can also reschedule or cancel themselves from the links in their confirmation email. See Confirmations, reschedules & cancellations.

Changing the host

Sometimes the wrong person is on a meeting: someone's out sick, an account moved to a different rep, or a colleague was deactivated with meetings still booked on them. Change host hands the booking over without canceling and rebooking it.

Click the invitee's name to open the meeting, or use the Change host action on the row, pick the new host, and optionally add a Reason. The reason goes to the new host in their email and stays on the meeting, alongside who moved it and when.

Who can do this. Admins, and managers within their groups, and a manager needs both the current host and the new host to be people they manage. Regular users don't see the action.

What happens

For an upcoming meeting, the calendar event moves from the old host's calendar to the new one's, a Google Meet or Microsoft Teams link is reissued on the new host's account, and both hosts are emailed: the new host gets "A meeting was assigned to you," the previous host gets a note saying no action is needed.

The invitee is not emailed. Nothing changed on their side: same time, same link. And a message about an internal handover mostly invites a cancellation. They'll see the new host on the calendar event.

For a meeting already in the past, this is a record-only correction: no calendar changes and no emails. Useful for fixing attribution before you export or run reports.

Picking a host

You get the full list of people you could assign, annotated rather than filtered, and the call is yours:

• busy at this time: they already have a confirmed meeting that overlaps.
• out of office: the meeting falls inside an out-of-office period.
• not in team: on a round-robin meeting, they aren't on that event's team.
• no calendar connected: they have no writable calendar, so no calendar event will be created for them.

All four are warnings you can override. One case is a hard block: if the meeting uses Google Meet or Microsoft Teams, anyone without a matching connected calendar is greyed out, because a Google account can't mint a Teams link, and vice versa.

When you can't change the host

• Canceled meetings: there's nothing to hand over.
• Group events, webinars, and any meeting whose calendar event or conference is shared with other bookings, since moving one would disturb the rest.
• While another change is still settling: if a reschedule, a cancellation, or an earlier transfer hasn't finished, wait a moment and try again.

Recurring meetings

Click Create recurring, next to Export CSV, to book a recurring series for a contact: the host, the event type, who's attending, a weekly or monthly pattern, a start date, and how many meetings. Opening an existing series and choosing "New from this series" starts another one prefilled from it.

The sidebar's + Create menu also has Recurring meetings, but that one does something different: it creates an event type with recurrence turned on, so invitees choose their own series from your booking page. Use Create recurring here when you are booking a series for someone yourself.

The Recurring tab, alongside Upcoming, Past, and By Date, lists series instead of individual bookings: one row per series, with the invitee, the event type, the host, the schedule (days, time, and zone), the next occurrence, and its status (Active, Paused, or Ended). Expand a row for the full pattern, the location, and the next few upcoming occurrences.

From an open row:

• Pause cancels every remaining occurrence and holds it; nothing is emailed to the invitee. Resume books a replacement for each held occurrence and reactivates the series.
• Edit schedule changes the pattern, the link, or whether the invitee is notified; changing the pattern rebooks the remaining occurrences onto the new dates.
• End series cancels every remaining occurrence for good and sends the invitee one notice listing them. An ended series can't be resumed.
• The change-host icon in the Host column moves the whole series, every remaining occurrence, to another host, the same as changing the host of a single meeting.

Canceling one occurrence of a series

Canceling a meeting that belongs to a series offers a choice: cancel just that occurrence, or that occurrence and every later one in the series. The wider choice sends the invitee one notice for everything it canceled; occurrences already past, or already held by a pause, are untouched, and a series left with nothing upcoming becomes Ended. An occurrence that belongs to a series has no delete ("x") action, since a series can't lose a meeting without accounting for it; cancel it instead.

Needs review

Setting the status filter to Needs review swaps the list over from bookings to the booking attempts a qualification rule turned away. You can also go straight there with Meetings → Needs review. The same queue sits behind the Needs review tab on Leads.

A submission reads like a booking row, with "Needs review" in the status column, and it expands the same way. Inside you get the rule that matched, the answer that tripped it, and every other answer the person gave. Two actions sit at the bottom:

• Approve creates the real booking and sends the invitee the normal confirmation messages, exactly as though the rule had never fired. The row then leaves the queue.
• Delete discards the submission for good. Only org admins and owners see this one.

Approving is a replay of the original request, so the time has to still be free and still be in the future. If it isn't, the approval fails, the row stays where it is, and 42min suggests generating a secret link so the person can pick a new time instead.

The event type's owner also gets an email each time a submission is turned away, capped at 20 per event type per day.

CSV exports

The Export CSV button gives you the currently filtered list, so filter first (e.g. "Past" + a date range + one event type), then export, and you get exactly that slice. The file has one row per booking with the date/time, event type, host, invitee, status, and the invitee's booking-form answers. Leads and Analytics have their own Export CSV buttons that work the same way.

When to use it

• "What's on this week?" / "Did that call happen?"
• Rescheduling or canceling for an invitee who emailed you instead of using their link.
• Marking no-shows so your stats are accurate.
• Exporting bookings for a report, a QBR, or to load into a CRM.
• Handing a meeting to a colleague when the booked host can't take it.

Common pitfalls

• Export only includes what's filtered. If you filtered to one event type or one month, that's all you get, so clear the filters first for the full list.
• Looking for a meeting that isn't there. Check the Upcoming/Past tab, since a past meeting won't show under Upcoming, and clear any status/event-type/tag filters.
• Canceling vs. rescheduling. Canceling kills the booking; rescheduling keeps it and just moves the time. Pick deliberately, because the invitee gets a different email for each.
• Admins see more than their own. If you're an org admin, the list spans the whole organization; filter by host to see just yours. The same applies to Needs review: you see submissions for your own event types, an admin sees the org's.
• Approving isn't guaranteed to work. It rebooks the original slot, so someone else taking that time first, or the time simply passing, makes it fail.
• Zoom meetings stay on the previous host's account after a host change. The join link keeps working, but the old host still owns the Zoom meeting, so reissue it by hand if that matters.
• Some parts of a host change finish in the background. If you see a note about updates or emails still completing, the handover itself already went through; the rest catches up on its own.