Tutorials

Meeting Rooms

HiringCenter video rooms with a waiting room. Visitors do not join until a host admits them. Use this for recruiting appointments; log everyday meetings on the prospect even when they are in-person or phone-only.

Admin path: profile menu → Meeting Rooms (near Jobs)
Host path: Your Profile → Virtual Meeting Room

Personal room settings stay disabled until an admin enables meeting rooms for the account.

Admin: turn the feature on

1. Open Meeting Rooms.
2. Check Enable meeting rooms.
3. The first time, choose an account slug. It prefixes every public link. Changing it later remaps current links and invalidates old URLs.
4. Note the max room length of 30 minutes.
5. Optionally enable an account public link and choose which users get waiting-room notifications for that link.

Only Admin and Owner can change account policy, public-link availability, or other users’ rooms.

Host: your personal room

See Virtual Meeting Room for enable, slug, and visitor messages.

Share:

• Personal: /meet/{account-slug}/{your-slug}
• Prospect-specific: add the camera / share action in Conversations, or insert Virtual Meeting Room in a template or automation. The visitor skips the contact form and is attached to that prospect.

Account public: /meet/{account-slug} notifies the users the admin selected.

Visitor flow

1. Visitor opens the link. On a phone, the camera preview stays beside the join form.
2. Personal and account-public visitors enter name, phone, and email. HiringCenter matches an existing prospect or creates one (source Meeting Room).
3. They wait (spinner, elapsed time). Ask them not to refresh.
4. Each visitor has a 15-minute waiting timer, even if they used the same public link.
5. You get the in-app waiting modal and a ringtone for 25 seconds (same window as a call). After that, a floating pill still shows how many people are waiting. The pill turns red when someone has under a minute left.
6. Admit from the list (you will be asked to confirm). Starting with one visitor opens the room; more waiters join that room until it is full.
7. If they are not admitted and they waited at least 10 seconds, a due-now follow-up task is created on their prospect and assigned to the host (or the first configured account-link user). Declined visitors do not get a task.

Do Not Disturb or an already-live meeting silences the ringtone and shows a toast instead. Push notifications still follow you across accounts.

In the room

• Gallery, Speaker, or Screen view (screen share becomes the large pane; cameras stay visible)
• Hosts can remove one guest without ending the room
• A Transcribing chip (pulsing red dot) is visible in the live room only

Meetings are transcribed for AI notes. Video and audio recordings are not stored. After the room ends, the prospect who stayed more than 15 seconds gets a Virtual Meeting on their timeline, with transcript and summary. Guests who never joined, or who left before 15 seconds, do not get a meeting.

When the host ends the room, or everyone else has left, the meeting closes. The next admit starts a new room.

Insert a room link in outreach

• Conversation camera action — copy or insert the prospect-specific URL
• Text/email templates — {{virtualMeetingRoom}} (your personal room)
• Automations — Virtual Meeting Room chip for the account room or a specific host; becomes a prospect-specific URL when the rule runs
• Activity Meeting form — + Meeting Room when type is Virtual