Meeting Rooms
Meeting rooms are HiringCenter's built-in video rooms with a waiting room. Visitors can't join until a host admits them. Use them for recruiting appointments. After each meeting, HiringCenter adds a Virtual Meeting to the prospect's timeline with a transcript and AI notes.
Admin path: profile menu → Meeting Rooms (under Jobs; marked Beta) Host path: profile menu → Your Profile → Virtual Meeting Room
Only Admins and Owners see the Meeting Rooms page. They control the account settings, the account public link, and every user's room. Each host manages their own room from Your Profile, but those controls stay locked until an admin turns meeting rooms on for the account.
Admin: turn meeting rooms on
- Open Meeting Rooms from the profile menu.
- Under Account Meeting Rooms, check Enable meeting rooms.
- The first time, choose an account slug. It is the first part of every meeting room link.
- Note the max meeting room duration: 30 minutes, or 60 minutes on accounts with premium video.
Warning: Changing the account slug later updates every current link and breaks the old URLs right away. Anyone holding an old link will need the new one.
Turning the switch off keeps everyone's settings but makes every room unavailable until it's turned back on.
Tip: Click Test camera and microphone at the top of the page to check your devices before a meeting.
Admin: the account public link
The Account Virtual Meeting Room table controls one shared link for the whole account: /meet/{account-slug}.
- Public link: copy the link or edit the account slug
- Hosting access: choose which users get notified when someone waits in the account room
- Waiting room message, Expired message, Completed message: what visitors see while they wait, if they aren't admitted in time, and after the meeting ends
- Enabled: turn the account link on or off
Admin: users' rooms
The User Virtual Meeting Rooms table lists each user's Personal link, their three visitor messages, and an Enabled switch. Admins and owners can change any user's room here. Your own row is marked You.
Host: your personal room
See Virtual Meeting Room to turn on your room, edit your link, and set your visitor messages.
Links you can share:
- Personal room:
/meet/{account-slug}/{your-slug}. Only you are notified. - Prospect-specific link: created for one prospect. That visitor skips the contact form and is already matched to the prospect.
- Account room:
/meet/{account-slug}. The users chosen under Hosting access are notified.
What the visitor sees
- The visitor opens the link and sees a page titled with your name (for example, Jordan Lee's meeting room) with a camera preview and camera and microphone pickers.
- On a personal or account link, they enter name, phone, and email. HiringCenter matches an existing prospect by phone or email, or creates a new one with source Meeting Room in your default pipeline and stage.
- They wait in the waiting room and see how long they've waited, plus your waiting room message. Refreshing the page keeps their place.
- Each visitor has 15 minutes to be admitted, even when several people use the same link. After that they see "This meeting has expired" and your expired message.
- They can click Leave waiting room to stop waiting.
Admit visitors
When someone starts waiting:
- A waiting-room window pops up and a ringtone plays for 25 seconds (the same as an incoming call).
- After that, a floating pill keeps showing how many people are waiting. Click it to see the list. The pill turns red when someone has less than a minute left.
- Pick a visitor and confirm to admit them. The first person you admit starts the room. Others you admit join the same room until it's full.
If you're on Do Not Disturb or already in a meeting, there's no ringtone. You get a toast instead; click it to open the list. During a meeting, the waiting list is in the meeting controls so you can admit people even in full screen. Push notifications for waiting visitors reach you whichever account you're in.
You can run a voice call or a video room, but not both at the same time.
Visitors who weren't admitted: If someone waited at least 10 seconds and then left or ran out of time, HiringCenter creates a follow-up task, due now, on their prospect. It's assigned to the room's host (for the account room, the first user under Hosting access). Visitors you decline don't get a task.
In the room
- Switch between Gallery, Speaker, and Screen views. When anyone shares their screen, it becomes the large pane and cameras stay visible on the side.
- Hosts can remove one guest without ending the room for everyone else.
- Leave and End ask you to confirm first.
- A Transcribing chip (a pulsing red dot) shows in the live room only.
The meeting closes when the host ends it, or when everyone else has left. Visitors then see "The meeting has ended" and your completed message. The next person you admit starts a new room.
Transcripts and AI notes
Every meeting room meeting is transcribed so HiringCenter can write AI notes for your follow-up. Video and audio recordings are never stored. There's no record button and no setting to turn transcription off.
After the room ends:
- Each prospect who was in the room for more than 15 seconds gets a Virtual Meeting on their timeline, marked Completed, with an AI summary. Guests who never joined, or left in under 15 seconds, don't get one.
- On the meeting, click Show transcript to read it. Use Ask anything in the transcript window to ask questions about what was said.
- The host and the prospect owner can edit the meeting like any other meeting.
The transcript may show Transcript is processing… for a few minutes after the meeting.
Add a room link to your outreach
- Conversations: use the camera action in the message composer to copy the prospect-specific link or add it to your message.
- Text and email templates: insert Virtual Meeting Room (
{{virtualMeetingRoom}}). It becomes the sender's personal room link. You need your own room turned on. - Automations: add the Virtual Meeting Room chip to a text or email step and pick the account room or a specific host. When the automation runs, it becomes a link just for that prospect.
- Meetings: when you log a Virtual meeting, click + Meeting Room to fill the location with the meeting owner's room link.
Common questions
Why can't I turn on my room? An admin has to check Enable meeting rooms on the Meeting Rooms page first.
A visitor says their link stopped working. The account slug or their host's slug may have changed. Send the new link.
Can I keep a recording? No. Meeting rooms keep a transcript and AI notes only.
How long can a meeting last? 30 minutes, or 60 minutes on accounts with premium video.