Inviting Participants and Joining a Meeting

Once a meeting exists, you need to get people into it. StretchMeet uses secure join links and clear participant roles, and supports both signed-in members and external guests. This article covers inviting people and joining a meeting.

Participant roles

Every person in a meeting has a role that determines what they can do:

• Host — full control: start and end the meeting, admit and remove people, mute others, lock the room, manage breakouts and recording.
• Co-host — most host powers, so you can share hosting duties.
• Attendee — a normal participant who can speak, share video, and (if allowed) share their screen.
• Viewer — a watch-only role, ideal for large webinars where most people should only listen and watch.

Guests joining a public room are treated as attendees.

Invite participants

1. Open the meeting from the Rooms list, or start it to go live.
2. Copy the join link.
3. Share it by email, chat, or a calendar invite. If the room requires a passcode, share that too — ideally through a separate channel.
4. For a role other than attendee (for example, adding a co-host), assign the role for that person from the participant list (see Managing Participant Roles).

Join links are secure and time-limited — they carry a token that expires, so old links from long-past meetings won't work indefinitely.

The host link

Some meetings also have a host link that opens the meeting with host privileges. Keep the host link private — only share it with people who should be able to run the meeting.

Join a meeting

As a workspace member

1. Click the join link, or open the meeting from your StretchMeet dashboard.
2. If the room uses Workspace mode, make sure you're signed in to StretchSuite.
3. Allow camera and microphone access when prompted.
4. If host approval is on, you'll wait in the waiting room until admitted.

As an external guest

1. Open the public join link the host shared.
2. Enter your display name and, if required, the passcode.
3. Allow camera and microphone access.
4. Wait to be admitted if the room uses a waiting room.

Guests don't need a StretchSuite account to join a public room.

A realistic example

Omar hosts a client demo. He opens the room, copies the join link into the meeting invite, and emails the client. Because it's a client call, the room requires a passcode, which he texts separately. He also adds his teammate Sam as a co-host so Sam can admit people if Omar is presenting. At meeting time, the client opens the public link, types their name and the passcode, and lands in the waiting room. Sam admits them, and the demo begins.

Tips

• Add a co-host for anything important. If you're the one presenting, a co-host can handle the door and mute duties.
• Use viewer roles for webinars. Keeping most people as viewers reduces noise and accidental interruptions.
• Send fresh links. Because links are time-limited, generate the invite close to the meeting rather than weeks in advance for one-off calls.
• Don't post host links publicly. Treat the host link like a password.

Troubleshooting

• "Meeting room was not found." The link is wrong, or the room was deleted. Ask the host to re-share the current link.
• "Meeting room is not joinable." The room is cancelled, ended, or archived. The host needs to create a new meeting.
• A guest gets a passcode error. Confirm they're using the current passcode; codes are case-sensitive and must match exactly. See Controlling Meeting Access.
• "Too many join attempts." Public guest joins are rate-limited to protect the room. Wait about a minute and try again.
• Stuck in the waiting room. A host or co-host must admit you. Message the host if no one lets you in.

FAQ

Do external guests need an account?
No. Guests can join a public room with just a display name and the passcode.

Can I change someone's role during the meeting?
Yes — hosts and co-hosts can promote or change roles live. See Managing Participant Roles.

Why did an old join link stop working?
Join links are time-limited by design. Use a freshly shared link for the current meeting.