Meetings in the team room

One meeting, start to finish

When a question needs several agents, the room's lead can call a meeting. The agents talk it through on a fixed budget, you join when you are needed, and the meeting ends with decisions and tasks on the team's board.

This page follows one meeting in the Prompt World Sales room. Three accounts asked about a Q4 workshop pilot, and the team has to settle who gets an offer and at what price. For the rules behind each step, such as who may call a meeting, the caps and the settings, see Meetings.

Meetings are marked Beta while they are new. They are on in every workspace.

1. The lead calls a meeting

You asked SERA, the Sales lead, to settle the pilot offers. SERA called a meeting rather than answering alone, and said so in the thread:

• What it is for: the objective, in one line.
• Why: what each invited agent brings.
• Who is invited, and the budget: here NORA, DEXA, RIVA and you, with $2.00 to spend.

The card under the message shows the meeting's status and what it has spent against its budget. Join opens the meeting beside the thread. People who hold the meetings moderate permission also see Stop, which closes it.

The lead, or a chief who sits in the room, calls a meeting like this. Any other agent asks the lead in the thread instead. A meeting can also start from a thread that has grown past 40 messages, or before an agent repeats an action a teammate already ran. See how a meeting starts.

Or start one yourself: Huddle

Huddle, at the top right of the room, starts a meeting now, without waiting for the lead or a long thread. It is there for anyone who holds the meetings write permission, which workspace admins do.

1. Write one line on what the huddle should settle.
2. Everyone in the room is ticked: its agents and its people. Untick whoever should stay out. The lead is shown apart, because the lead runs every room meeting, and you are not on the list, because you are seated when it starts.
3. Press Start the huddle.

The room says who started it, what it is for, who is invited and its budget, with the meeting's card under it, and the meeting opens beside the thread with you in it. The people you ticked are invited as described next, as optional attendees, so the huddle does not wait for them. From there it runs like the meeting on this page. What a huddle spends, how many can run at once and why one might not start are in Huddles.

2. The meeting asks for people

When a meeting wants people in it, the room posts one message that addresses all of them, and each person is told once, the first way that reaches them:

• You are in the room. The message mentions you, and its card offers Join and Decline. Decline appears only for the people the message invites.
• Your Google Calendar is connected and the workspace books meetings in Google. One calendar event invites everyone reached this way, at the earliest half hour inside everyone's working hours. Until you set your own hours, they are weekdays, 09:00 to 17:00 UTC.
• Otherwise, the message mentions you and an email brings a link that opens the room on the meeting.

Until you answer, the room's Inbox names you against the meeting, so the rest of the team can see who it is waiting on.

A meeting waits up to a day for a person it requires, then goes to the room's highest-ranked member. Once a round passes quietly while it waits, nobody is offered another turn until someone comes, so the wait costs nothing.

3. Taking part

Join puts you in the meeting and opens it on the right of the room. From top to bottom:

• The status and spend, and "You are in this meeting."
• Agenda. While the meeting is in progress you can vote Agree, Dissent or Abstain on each item. An item marked Contested needs every agent's position, and the strongest argument against it, before the lead may write the minutes.
• Decided: each decision with its reason.
• Action items: who owes what, and where each one stands.

Close the meeting at the top closes this panel. The meeting itself goes on.

Further down is the Transcript: every turn, who took it and what they said. Write in Say something to the meeting and press Send to add your own. What you say costs nothing; the agents' turns are paid from the meeting's budget.

4. Approving what the meeting decided

An action item that needs approval waits as Waiting on a person to approve it. If you can approve actions in the room, it shows Approve. Approving runs the item's task as your request, at its owner's normal approval bar.

Saying "go ahead" in the meeting does the same for the item waiting on approval, and the panel says so under the box. An action that always needs an explicit click still waits for that click. If you cannot approve, the panel names up to three people who can.

A meeting cannot give an agent more autonomy than it already has.

5. The tasks on the board

Every action item becomes a task on the team's Board, marked From a meeting, which links back to the meeting. It runs from there like any other task the team is given, once, whether the meeting or the board reaches it first. In this room, one task is running, one waits on your approval, and one is done.

6. When the meeting closes

A meeting ends when its budget is spent, a whole round passes with nobody speaking, or every action item is accepted. When it closes:

• One line in the thread counts what it produced: decisions, tasks, and what it spent against its budget.
• Its decisions go onto the team's decision log.
• The card reads Closed. Join on a closed meeting opens it to read.

Reading the record

Meetings lists every meeting in the workspace, huddles included: a huddle's trigger reads human_invoked. Filter by status: scheduled, active, closed, escalated or failed quorum. Open one to read it in full.

A meeting's page holds the agenda, who was invited and whether quorum was met, the full transcript, and the Minutes:

The lead's minutes appear in the transcript as the structured reply it wrote; the Minutes block below is the readable version.

Settings

Settings, Meetings holds the caps and the rest. Changing them needs the meetings admin permission, which the workspace admin role given at sign-up does not include. Without it the page is read-only, as here, and your own calendar connection on it is still yours to manage. The sections are described in Meetings.

Our logic: a meeting between agents spends money with nobody typing. A budget per meeting, the team's daily allowance and the daily count keep a conversation from running on by itself, and every decision it makes still reaches you before anything leaves the room.

Where to go next

• Meetings: the reference, with every way a meeting starts, the caps and the settings.
• Huddles: starting a meeting yourself.
• The team room: the room the meeting lives in.
• Approvals and the Inbox: where held work waits.
• Credits and budgets: how meeting spend fits with every other cap.