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Start or schedule a meeting

Start a PlexiiMeet room now or schedule one for later, with guests, a place, an agenda, a repeat and an attached desk, all from the New meeting window.

All plansUpdated

The New meeting window does two things. Start now opens a live PlexiiMeet room straight away and brings people into it. Schedule puts a meeting on your calendar for later, with a place and an agenda, and emails the invitations.

Use Start now for a quick call with whoever is around. Use Schedule for anything with a time: a weekly check-in, a client call, a meeting in a room.

Starting and scheduling meetings is part of every plan. Seeing and ringing teammates who are online needs the Team plan.

Before you start

Open the New meeting window

Do any of these:

The window opens with Start now selected. To switch to Schedule, click it, or press ⌘ M on a Mac or Ctrl M on Windows.

Start a meeting now

  1. Type a title if you like. If you leave it blank, the meeting is named after the people you invite, or Meeting. A hint under the title shows the name it will get.
  2. The time row shows today and Now. Click the end time to make the meeting longer, or hold Shift and click to make it shorter. It starts at 30 minutes.
  3. Under GUESTS, add people (see below).
  4. On the Team plan, teammates who are online appear under Online now. Click a name to ring them when the meeting starts. Its tooltip reads Ring them when the meeting starts. Click it again to take them off.
  5. Click Start now, or press Enter. With people added, the button reads Start & invite and the number of people.

The meeting room opens at once. Teammates you chose to ring see an invitation in PlexiDesk, and everyone else is emailed the join link. See Meeting invitations and joining and In a meeting.

Schedule a meeting

  1. Click Schedule at the top of the window.
  2. Type a title, or leave it blank to use the one suggested: the attached desk's name, the people you invite, or Meeting.
  3. Set the time:
    • Click the date to pick a day, and the start time to change it. The window suggests the next half hour.
    • Click the end time to make the meeting longer, or Shift-click to make it shorter.
    • To repeat it, click Repeat and choose Daily, Weekly or Monthly. Choose Don't repeat to take that off.
  4. Under GUESTS, add people (see below).
  5. Under WHERE, choose:
    • Plexii Meet for a PlexiiMeet room.
    • Paste link to paste a Google Meet, Zoom or Teams link.
    • In person to type an address, a room or where to meet.
    • None for no place.
  6. Under AGENDA, write what the meeting needs to settle, if you like. It is shown in the room when you join from the calendar.
  7. To link the meeting to a desk, click Attach a desk or work item, type in Find a desk and click the desk. A Staged label shows the desk can be prepared before the meeting starts. Click the desk's name again to detach it.
  8. Click Schedule meeting, or press Enter. With guests added, the button reads Schedule & invite and the number of people.

The window confirms Meeting scheduled. It is on your calendar with a Join button., adds how the invitations went, and then closes. The meeting appears on your calendar as a meeting block. See Book time and meetings on the calendar.

Every scheduled meeting has a PlexiiMeet room, even when you chose Paste link or In person, so anyone can still join remotely in PlexiDesk.

Add guests

Under GUESTS:

  • Type a name or an email address. People you have invited to meetings before are suggested as you type. In Start now, teammates who are online are suggested first.
  • Press Enter, a comma or Tab to add the person you typed, or use ↑ and ↓ to pick a suggestion.
  • Press Backspace in the empty box to remove the last person, or click the cross on a person to remove them.
  • Rest the pointer on a guest to see the address that will be used.

Guests with an email address are emailed the invitation. Teammates added from Online now are rung in PlexiDesk.

Keys in the New meeting window

Key What it does
Enter Starts or schedules the meeting. In GUESTS it adds the person you typed instead.
⌘ M or Ctrl M Switches between Start now and Schedule.
Shift-click the end time Makes the meeting shorter.
Esc Closes the window without starting or scheduling anything.

When something goes wrong

The window says What to do
Could not start the meeting. Check your microphone and camera permissions. Allow PlexiDesk to use your microphone and camera, then try again.
Pick a valid date and time. Check the date and start time in Schedule.
Connect a mailbox in Mail to email the invites. The join link is saved on the meeting. The meeting is set up, but no invitations were emailed. Connect a mailbox in Mail.
Invited 2; could not email and an address Check the address that failed and send it the join link another way.

Common questions

I do not see Online now. It appears only with Start now selected, on the Team plan, when at least one teammate is online.

Can I change a scheduled meeting? Yes. Click the meeting's block on the calendar to open it with every detail, change what you need, and click Save. See Book time and meetings on the calendar.

Can I schedule a meeting straight from the calendar? Yes. Drag across a time on the calendar and choose Meeting in the Book time window.

Can I start a meeting about a document I have open? Yes, and you can choose what access attendees get to it. See Start a meeting from a desk, document or chat.

Still need help? Contact support at [email protected].