Scheduling and Creating a Meeting

A meeting room is the container for a call: its title, schedule, access rules, and recording settings. This article covers creating rooms — from an instant meeting to a fully scheduled session — and editing them afterward.

Create a meeting

1. Open StretchMeet and click New meeting.
2. Enter a title (required), for example "Q3 planning." Keep it descriptive — it labels the recording and summary later.
3. Add an optional description or agenda.
4. Choose the provider (leave it as StretchMeet to use the native engine).
5. Set the schedule:
- Pick a start time, and either an end time or a duration in minutes (from 1 up to 1440 — a full day).
- Confirm the timezone so attendees in other regions see the right time.
6. Set access options: lobby mode, waiting room, and passcode (see Controlling Meeting Access).
7. Set recording and transcription modes if you want them on automatically (see Recording Your Meetings).
8. Click Create.

The room is created in the scheduled state (or draft if you haven't set a time yet).

Schedule vs. instant meetings

• Scheduled meeting — has a start time and duration. Great for planned calls you'll share in advance.
• Instant meeting — create it and click Start right away to go live immediately. Useful for ad-hoc calls.

If you set a start time without an end time, you must also set a duration so StretchMeet knows how long the meeting should run.

Understand meeting status

Every room has a status that reflects where it is in its life:

• Draft — created, not fully scheduled.
• Scheduled — has a start time, waiting to begin.
• Live — currently running.
• Ended — finished.
• Cancelled — called off before it ran.
• Archived — retired from active lists.

You can't join a room that's cancelled, ended, or archived — create a new one instead.

Edit or reschedule a meeting

1. Open the meeting from the Rooms list.
2. Update any field — title, description, start/end time, duration, timezone, or access settings.
3. Save your changes. Anyone you've already shared the link with will use the updated details.

When changing times, make sure the end time is after the start time — StretchMeet will reject a schedule that ends before it begins.

A realistic example

Priya sets up a recurring client check-in. She creates a room titled "Nguyen & Co — Weekly Status," sets it for Thursdays 10:00-10:30 AM in America/Toronto, adds a short agenda in the description, leaves the waiting room and passcode on, and sets recording to automatic so she never forgets to hit record. Each week she reuses the same room, shares the link, and clicks Start at 10:00.

Tips

• Always set a timezone for cross-region calls to avoid "is that my 3 PM or yours?" confusion.
• Use duration for open-ended calls. If you don't know the exact end time, set a start time and a generous duration.
• Add an agenda in the description. It shows attendees what to expect and gives the AI summary useful context.
• Draft first, publish later. Create a draft while you finalize details, then set the time when you're ready to share.

Troubleshooting

• "End time must be after start time." Your end time is earlier than (or equal to) the start time. Fix the times or use a duration instead.
• "Duration is required." You set a start time without an end time and didn't provide a duration. Add one.
• The meeting won't let anyone join. Check the status — cancelled, ended, and archived rooms aren't joinable. Create a fresh room.

FAQ

How long can a meeting be?
You can set a duration up to 1440 minutes (24 hours).

Can I create a meeting without a set time?
Yes — leave it as a draft, or create it and start it instantly.

Can I reuse the same room every week?
Yes. Many teams keep one room for a recurring meeting and simply start it each time.