Creating a Meeting Room

Meeting rooms are a great way to provide an interactive video call meeting within your agenda. Within the meeting room all the attendees can be on camera and audio, and meet ‘face-to-face'. Assigned hosts have the elevated ability to record the meeting and segment attendees by assigning break-out rooms during the call.

Currently, the capacity for meeting rooms is 125 active attendees.

There are two ways to build Meeting rooms, either as a stand-alone event or within an event, as a type of session.

If your event is one virtual group discussion without the need for livestream or 1:1 matching, you can create it as a ‘Meeting’ event and it will be a stand-alone meeting room attendees can register for.

You can also create a meeting room as a type of agenda item or session, within a larger event that users access from the agenda. To learn more about this type of meeting room, visit this doc.

💡 Pro Tip: To best utilize a meeting room, assign a host, or hosts to lead the discussion, record the session and have the ability to assign attendees to breakout rooms.

Steps for creating a standalone Meeting Room event:

From the Gradual dashboard, select Events on the left hand side menu. Select +Create an event in the upper right hand side of that page.

Enter Type as “Meeting” and give your meeting room a title, select the proper timezone, enter the scheduled start date and time, and the scheduled end date and time. Select ‘Submit’ at the base.

You will be directed to the ‘Meeting Room Settings’ page where you must assign a meeting host (or multiple hosts) and the number of seats available in the room (currently supports up to 125 people). To add a host, select + Select Meeting Host. Hosts must be attendees or registrants of the event, so you can search for and select already registered attendees in this pop up, or at the base of the page select + New Attendee As Host to register and add someone from your community as the host. Enter the number of seats you’d like available in this meeting and click ‘Save’.

If you want to add more or change hosts at a later date, you can access this feature within the event, in Meeting Room on the left hand side menu.

Complete your event setup by selecting Event SetUp on the left hand side, and making sure all relevant details are listed in the General Info tab. You can upload an image, provide a description and also assign tags to the event.

Once that’s complete, you’re set to publish this event and start promoting it!
Click the ‘Publish’ button at the base of the left hand side menu when ready, and find the event link to share and promote the event in ‘Overview’.

Optional Meeting Settings

Sound Notification

From the dashboard, you can enable a sound notification to ring for all attendees when someone joins the meeting room. This bell-like sound will go off when anyone joins the room, no matter their role and can only be enabled or disabled in the dashboard by an admin or event collaborator from the Meeting Room Settings page.

This setting is defaulted to 'off' for all meetings and roundtables.