Create a Meeting

Set up a new video meeting and invite the people who need to attend.

This form creates a new meeting or edits one that already exists. You give the meeting a name and a description, pick the date and time it starts, and choose who to invite from your agency contacts. When you save, the meeting appears in the Conferences list under its start date, ready for people to join once it is close to starting.

Overview

Field / control	Required	What it does
Name	Yes	The meeting name shown at the top of the list row
Description	Yes	A longer description shown under the name
Start Time	Yes	The date and time the meeting begins; opens a picker rather than accepting typing
Invite Users	No	The people invited, shown as names separated by commas
Save	—	Validates the form and saves the meeting
Back	—	Leaves the form, offering to save first if you changed anything

The screen title tells you which mode you are in:

Title	Mode
Create Meeting	A brand new meeting with empty fields
Edit Meeting	An existing meeting, with every field already filled in

info

In Edit Meeting, the name, description, start time, and invited people are all pre-filled with the meeting's current details, and the invite picker opens with the current invitees already selected. Saving keeps the same meeting rather than making a second one.

Getting Here

1. Open the app and go to Home.
2. Open Conferences.
3. Then either:
   • Tap the three-dot menu and choose Create Meeting, or
   • Tap Edit on an existing meeting row.

Naming the Meeting

1. Tap the Name field and type the meeting name.
   • Keep it short enough to read at a glance in the list — unit, purpose, or incident name works well.
2. Tap the Description field and type the details people need before joining.
   • This field accepts multiple lines, so you can add a short agenda or the reason for the call.
3. Both fields are required. If either is empty when you save, you get an alert and nothing is saved.

tip

The name and description are both searched from the Conferences list, so putting the unit or incident name in the description makes the meeting easy to find later.

Setting the Start Time

1. Tap the Start Time field. The keyboard closes and a date and time picker opens over the form.
2. Pick the date and the time.
3. Confirm your choice. The picker closes and the field fills in.
4. The field shows the time using your saved date format. With no custom format set, it reads day-month-year and time in capitals.

What you should know	Detail
Stored value	The chosen date and time is converted to a standard time reference before it is sent, so everyone sees the same moment regardless of their device settings
Display value	What you see in the field follows your own date format setting
Why it matters	The Conferences list uses the start time both to group the meeting under a date header and to decide when it can be joined

caution

The start time drives the 10-minute join window. Set it later than you think you need and people will be told This meeting has not started yet; set it earlier and the meeting is joinable straight away.

Inviting People

1. Tap the Invite Users field. The keyboard closes and the people picker opens.
2. The picker lists your agency contacts. When you are editing, everyone already invited is pre-selected.
3. Select the people you want and confirm.
4. Their names appear in the Invite Users field, separated by commas.

Situation	What happens
You select nobody	The meeting saves with no invitees
You remove someone while editing	They are dropped from the invite list when you save
You add someone while editing	They are added as an invitee with no reply yet
A contact is not in the picker	They are not in your agency's user list — they cannot be invited from here

tip

Inviting people is optional, and you can save a meeting with no invitees and add them later with Edit. Anyone in the organization who can see the Conferences list can still join the meeting inside its window.

Saving the Meeting

1. Tap Save.
2. The form checks the three required fields in order and stops at the first problem:

What is missing	Message you see
Name is empty	Enter Name
Description is empty	Enter description
Start time is empty	Enter start time

3. Once the fields pass, the Save button is disabled while the save runs and a loading indicator appears, so a double tap cannot create two meetings.
4. On success you return to the Conferences list, which reloads and shows the new or updated meeting.
5. If the save fails, an alert shows the message returned by the server and you stay on the form with your text intact.

Leaving Without Saving

1. Tap Back.
2. If you have not typed or changed anything, you go straight back to the list.
3. If you have made any change — typing in a field, picking a start time, or changing the invite list — an alert titled Data Updated asks Do you want to save changes?
   • Tap Save to run the same save as the Save button, including the required-field checks.
   • Tap Cancel to leave the form and discard your changes.

caution

Cancel on that alert discards the whole form, not just the last change. If you meant to keep your work, choose Save.

How This Connects

• Where it saves to. The meeting is stored against your organization, so it appears in the Conferences list for everyone in that organization, not only for the people you invited. See Conferences.
• Who you can invite. The picker is the same agency contact list used by New Chat and shown in Directory. Someone missing there is missing here too, and is added through the directory rather than from this form.
• How replies come back. Each invitee's answer is recorded against the meeting and shown on the list row — see RSVP to a Meeting. New invitees start with no reply.
• Editing is the same form. Tapping Edit on a list row reopens this screen in Edit Meeting mode with the same fields and the same validation.
• Calendar is separate. Saving here does not create a calendar entry. If the meeting belongs on the shared schedule, add it in Add or Edit Calendar Event too.
• Date format. How the start time reads in the field and in the list follows App Defaults.
• Offline and reconnect. Saving needs a connection: with no signal the save fails with an alert and the form stays open. Your typing is not stored anywhere, so do not leave the form open expecting it to save later — wait for a connection and tap Save again.

Troubleshooting

If this happens	What to do
Enter Name appears	The name field is empty. Type a name and save again.
Enter description appears	The description field is empty. Add a description and save again.
Enter start time appears	No start time was picked. Tap Start Time, choose a date and time, then save.
The save alert shows a server message	The save did not go through. Check your connection and tap Save again.
Save appears to do nothing	The save is already running. Wait for the loading indicator to clear.
The start time reads in an unexpected order	That is your saved date format. Change it in App Defaults if you prefer another.
The invite field is empty after picking people	Confirm your selection in the picker rather than backing out of it, then check the field again.
A person you need is not in the picker	They are not in your agency user list. They have to be added to the directory first.
The meeting is not in the list after saving	Reopen Conferences so the list reloads, and check the date group for the start date you chose.

Related Pages

• Conferences
• RSVP to a Meeting

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